Invoice templates for freelance executive assistants covering C-suite support, diary management, travel planning, and business operations.
An executive assistant (EA) invoice records fees for high-level personal and business support provided to senior executives, business founders, or family offices. Freelance executive assistants in the UK work remotely or on-site for clients who need sophisticated scheduling, communications management, board preparation, travel planning, and business operations support. Freelance EAs typically charge significantly more than general VAs, reflecting the seniority of the work and the level of trust and confidentiality required. Many have backgrounds as employed PAs to board-level executives. Day rates and monthly retainers are common billing models. Confidentiality is paramount — freelance EAs should have a non-disclosure agreement with each client, and this should be referenced (though not included in full) in the terms of engagement.
| Service | Typical Rate | Unit |
|---|---|---|
| Freelance EA support (hourly) | 55 | hour |
| EA monthly retainer (40 hours) | 2000 | month |
| Board meeting preparation (per meeting) | 350 | meeting |
| Complex travel planning and booking (per trip) | 200 | trip |
| Inbox and correspondence management (monthly) | 500 | month |
| Project support (ad hoc, per day) | 450 | day |
| On-site EA support day (in-person) | 500 | day |
Freelance EAs invoice monthly, covering all support hours in the period or the retainer amount. For retainer clients, invoice at the start of the month. Provide a brief summary of key tasks completed in the period — this reinforces value and supports the client's expense recording. For ad-hoc or on-call work, invoice weekly or immediately after significant single-day engagements. Keep clear records of time spent so you can respond to any queries. For clients in the US or internationally, note your currency and bank details clearly. Many freelance EAs working with international clients use Wise (formerly TransferWise) for efficient international transfers.