Free Virtual Assistant Timesheet Template
Virtual assistants often work across multiple clients in the same day and need to record time by client and task type with precision to avoid billing errors. A timesheet makes retainer usage transparent and allows clients to see how hours are being spent across different types of administrative, operational, and support tasks. It also helps virtual assistants identify when a client's workload has grown beyond the agreed retainer scope.
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Frequently asked questions
How do I track time when I am doing many small tasks for a client throughout the day?
Group similar small tasks into a single daily entry rather than creating a separate entry for every five-minute task. 'Email management, scheduling, and administrative requests, 2.5 hours' is practical. If a single task took more than 30 minutes, give it its own entry so the client can see what the larger time blocks were for.
Should I bill for the time I spend learning a new tool the client uses?
A short ramp-up period is reasonable to bill if the tool is specific to the client's business. General software skills that benefit your practice broadly are not. Discuss ramp-up time honestly at the start of a new engagement and agree how it will be handled before it becomes an issue.
How do I handle a client who consistently gives me more work than the retainer allows?
Your timesheet is your evidence. Present the hours logged against the retainer allowance each month and invoice additional hours promptly at your agreed rate. Clients who see the evidence usually adjust either the retainer size or their request volume. Absorbing overage without logging it sets an unsustainable precedent.