Virtual Assistant Invoice Template
Virtual assistants juggle inboxes, calendars and projects for several clients, often on monthly retainers. This invoice shows the retainer, any extra hours and one-off projects, plus tools billed at cost. Clients see where their time went without opening a spreadsheet.
Free. Edit online and download as a PDF.
Your hours, organized as neatly as their inbox.
What to include on a virtual assistant invoice
Hours by task category
Group time by type of work, such as inbox, calendar, customer support or data entry. Clients see where their hours go and what to hand off next.
Retainer balance and rollover
Show hours included, hours used and whether any carry into next month. A stated rollover rule ends the month-end guesswork.
One-off projects
A launch, an inbox cleanup or a new booking system belongs on its own line, with a fixed price or its own hours, apart from the retainer.
Tools and subscriptions
If you pay for software used on the client's behalf, list it at cost with the billing period. Better still, have the client hold the account.
A sample virtual assistant invoice.
Kindred Desk Co. billing Wildflower Path Coaching, on Net 7 terms. Open it in the generator and every line is yours to edit.
Open this sample| Item | Qty | Rate | Amount | |
|---|---|---|---|---|
Monthly retainer: 20 hours November support, billed in advance 1 × $900.00 | 1 | $900.00 | $900.00 | |
Additional hours: October Launch week support beyond the retainer 6.5 × $50.00 | 6.5 | $50.00 | $325.00 | |
Email sequence setup Seven launch emails loaded and tested 1 × $275.00 | 1 | $275.00 | $275.00 | |
Scheduling tool subscription October, reimbursed at cost 1 × $16.00 | 1 | $16.00 | $16.00 | |
| Subtotal | Subtotal | $1,516.00 | ||
| Balance due | Balance due | $1,516.00 | ||
Notes. Your October time report is attached, broken down by inbox, calendar and launch tasks.
Terms. The retainer is due before the month it covers begins, and extra hours are billed afterward at $50 per hour. Unused retainer hours don't roll over unless we've agreed otherwise in writing.
Billing tips for virtual assistants.
Track time as you work
Use a timer or a log with short task notes. Month-end estimates tend to miss the five-minute jobs, and small tasks are where VA time goes.
Decide your rollover rule upfront
Let unused hours roll for one month, or not at all, and say so in your agreement. Open-ended rollover can leave you owing weeks of work.
Change rates at a new billing period
Give notice of a new hourly or retainer rate and start it with a fresh billing period. Clean breaks keep invoices easy to follow.
The same invoice, four ways.
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Virtual Assistant invoicing, answered.
Should a virtual assistant charge hourly or by retainer?
How do I show time on a VA invoice?
Do virtual assistants need to charge sales tax?
Is this template free to use?
Can I add my own logo and colours?
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Send it. Get paid. Automatically.
Pro turns the invoice you just made into one that delivers itself, takes payment and follows up.
Send and track
Email a payable link and see the moment it's opened.
Get paid online
Card and bank payments, recorded against the invoice.
Reminders on autopilot
Polite follow-ups that stop when you're paid.
Your next virtual assistant invoice, done.
Start from this sample, make it yours, and download a polished PDF in under a minute.