Professional Virtual Assistant Invoice Template
Bill your VA clients professionally with our complete invoice template designed for virtual assistants.
Fill in your virtual assistant invoice
Edit any line, set your tax rate (0% is fine) and download a PDF. Line amounts, tax and the balance due calculate as you type.
Tax starts at 0%. Enter the rate that applies to you, or leave it at 0 if you do not charge sales tax or VAT.
For example a deposit. The PDF then shows the balance due.
- Nothing is saved on our side. Download the PDF before you leave the page.
- Amounts print with a $ sign. If you bill in another currency, say so in the notes.
- Prefer to edit offline? Download this starting point as Excel (.xlsx) or Word (.docx).
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.
What the virtual assistant invoice covers
What you can do with this template, and what it does not do.
Task Category Itemization
Break down hours by service type: email management, calendar scheduling, data entry, research, and client communication with detailed task descriptions.
Retainer Hour Tracking
Show monthly retainer hours included, hours used, hours remaining, and bill overages at standard hourly rates when clients exceed their package.
Multi-Project Time Allocation
Track time across multiple client projects and initiatives, allocating hours to specific deliverables or campaigns.
Rush Task Premium Billing
Bill urgent or same-day requests at premium rates (typically 25-50% markup) with clear notation of rush delivery requirements.
Expense Reimbursement Tracking
Itemize reimbursable expenses like software subscriptions, online tools, or business services purchased on behalf of clients.
Detailed Time Logs
Include thorough time reports with date, task description, duration, and client project reference for complete transparency.
How to fill in your 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.
- 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.
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
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
- 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.
Virtual assistant invoice: frequently asked questions
Related resources
Guides and articles
Related invoice templates
Explore more professional invoice templates for different industries
Agency invoice template
Agency invoice template for project milestones and monthly packages, plus a solo freelancer version: approved extra work, pass-through costs and payment terms on separate lines.
Consulting invoice template
Consulting invoice template for hourly advisory work and fixed-fee engagements: discovery, advisory and deliverable lines, approved expenses, and payment terms.
Hourly invoice template
Hourly invoice template for time-based billing: one line per task or time block, hours as the quantity, your hourly rate, and the billing period in the notes.
Retainer invoice template
Retainer invoice template for monthly client billing: the retainer fee, the period it covers, hours or deliverables used, rollover, and any out-of-scope work on its own line.
Create Professional VA Invoices
Start invoicing your VA clients professionally with our free template!