Should I charge hourly or use retainer packages?

Both models work well. Hourly is best for variable workloads and new clients. Retainers provide predictable income and work well for ongoing relationships—typically 10, 20, or 40 hours/month. Many VAs start hourly and transition to retainers as relationships develop.

How do I track and report my VA hours?

Use time tracking software (Toggl, Clockify, Harvest) and provide detailed time reports with each invoice. Include date, task description, and time spent. This transparency builds trust and makes your value visible.

What should I include on a VA invoice?

Include your business details, client info, billing period, detailed task list with hours, hourly rate, subtotal, any expenses, and total. For retainers, show hours used vs. included. Include payment terms and accepted methods.

How do I handle unused retainer hours?

Typically, unused hours don't roll over (use it or lose it). Some VAs allow limited rollover (e.g., up to 5 hours). Whatever your policy, state it clearly in your contract and remind clients when hours are going unused.

Virtual Assistant Invoice Template

Professional Virtual Assistant Invoice Template

Bill your VA clients professionally with our comprehensive invoice template designed for virtual assistants.

Free to use

Professional design

Instant download

Everything You Need for Virtual Assistant Invoicing

Our virtual assistant invoice template includes all the features you need to create professional invoices and get paid faster.

Hourly Tracking

Track and bill hours across multiple tasks and projects.

Task-Based Billing

Bill by task or project for fixed-price VA work.

Retainer Management

Set up and manage monthly VA retainer packages.

Multi-Client Support

Manage invoicing for multiple clients efficiently.

Service Category Breakdown

Itemize by service type: admin, email, scheduling, research.

Time Reports

Include detailed time logs and task descriptions with invoices.

Complete Guide to Virtual Assistant Invoicing

As a virtual assistant, you help businesses run smoothly by handling administrative tasks, managing communications, and supporting daily operations remotely. Your flexibility and reliability make you invaluable to busy professionals and growing businesses. Professional invoicing ensures you get paid fairly for your time, maintains clear records of your work, and helps build long-term client relationships. This guide covers everything VAs need to know about invoicing effectively.

$25-$45/hour

Average Virtual Assistant Rate

Retainer in advance, hourly Net 7-14

Standard Payment Terms

22%

Experience Late Payments

Essential Elements of a Virtual Assistant Invoice

Your Business Information: Your name or business name, address, phone, email.
Client Details: Client name, company, address, and billing contact.
Invoice Details: Invoice number, date, billing period, and due date.
Service Period: The dates or month this invoice covers.
Task Breakdown: List of tasks completed with time spent on each.
Hours Summary: Total hours worked (for hourly billing).
Hourly Rate: Your rate per hour.
Retainer Status: For retainer clients: hours included, used, and remaining.
Additional Services: Any work outside the retainer billed separately.
Expenses: Any reimbursable expenses (software, subscriptions, etc.).
Total Amount: Subtotal, any taxes, and grand total due.
Payment Terms: Due date and accepted payment methods.

Virtual Assistant Invoicing Best Practices

Track Time Accurately: Use time tracking software and log all work as you do it.
Provide Detailed Task Lists: Show exactly what you did. Transparency builds trust.
Invoice Consistently: Invoice on the same date each month. Clients appreciate predictability.
Include Time Reports: Attach or include detailed time logs with task descriptions.
Bill Retainers in Advance: Invoice at the start of each month for retainer clients.
Track Retainer Usage: Show clients how many hours they've used vs. included.
Bill Overage Promptly: If clients exceed retainer hours, invoice the overage immediately.
Separate Out-of-Scope Work: Clearly identify and bill work outside the agreed scope.
Document Expenses: If you incur expenses on behalf of clients, document and bill them.
Follow Up on Late Payments: Send friendly reminders at due date and follow up weekly.

Virtual Assistant Pricing Guide

VA rates vary by experience, specialization, and location:

Hourly Rates:

Entry-level VA: $15-$25/hour
Experienced general VA: $25-$45/hour
Specialized VA (executive, technical): $45-$75/hour
Expert VA (OBM, COO-level): $75-$150/hour

Monthly Retainer Packages:

10 hours/month: $250-$450
20 hours/month: $500-$900
40 hours/month: $1,000-$1,800
Full-time equivalent: $2,000-$4,000+

Specialized Services:

Executive assistant: $35-$75/hour
Social media management: $25-$50/hour
Bookkeeping: $35-$60/hour
Project management: $40-$75/hour
Customer service: $20-$40/hour

Additional Considerations:

Retainer discount: 10-15% vs. hourly
Rush/urgent work: +25-50%
Specialized software skills: Premium rates

Standard Payment Terms for Virtual Assistants

Recommended payment terms for VA services:

For Hourly Billing:

Invoice weekly, bi-weekly, or monthly
Net 7-14 payment terms
Include time reports with invoice

For Retainer Packages:

Invoice at start of each month
Payment due before month begins
Auto-pay or credit card on file preferred
Unused hours don't roll over (typical)

For New Clients:

Require first payment upfront
Start with hourly before moving to retainer
Consider 1-week paid trial

Overage Billing:

Bill at regular hourly rate
Or slight premium (e.g., +10%)
Invoice immediately when overage occurs

Late Payment:

Grace period: 3-5 days
Late fee: $25 or 1.5% per month
Work pauses at 7+ days overdue
Clear policy stated in contract

Common VA Invoicing Mistakes to Avoid

Poor Time Tracking: Track every minute. Missed time means missed revenue.
Vague Task Descriptions: Be specific about what you did. "Admin tasks" isn't enough.
Inconsistent Invoicing: Invoice on the same schedule. Inconsistency creates confusion.
Working Without Payment: For retainers, don't start the month without payment.
Not Billing Overage: When clients exceed retainer hours, invoice immediately.
Unclear Retainer Terms: Define what's included, rollover policy, and overage rates.
Missing Expense Reimbursement: Track and bill for any expenses you incur for clients.
No Time Reports: Always provide detailed time logs. Transparency is essential.
Weak Collection Follow-Up: Follow up on late payments promptly and professionally.
Undervaluing Specialized Work: Specialized tasks deserve premium rates. Don't undercharge.