Professional Invoice Template

Free Virtual Assistant Invoice Template

A virtual assistant invoice template for hourly, package-based, and retainer billing. Track your time clearly and send invoices clients can approve instantly.

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What is a Virtual Assistant invoice?

A virtual assistant invoice is a billing document from a remote administrative professional to their client, covering services such as calendar management, email handling, data entry, research, and other delegated tasks. It specifies the hours worked or package delivered during the billing period, making it easy for the client to reconcile against their expectations and budget.

What to include on a Virtual Assistant invoice

Common virtual assistant invoice line items

Service Typical Rate Unit
General Administrative Support $20 - $50 per hour
Monthly VA Retainer (20 hours) $400 - $800 per month
Email and Calendar Management $15 - $40 per hour
Research and Data Entry $15 - $35 per hour
Social Media Scheduling $20 - $45 per hour
Project Coordination $30 - $60 per hour

How to invoice as a virtual assistant

For retainer clients, invoice at the start of each billing period or on a fixed date (first or fifteenth of the month). For hourly clients, track every task in a time-tracking tool and invoice weekly or bi-weekly to avoid large, hard-to-approve bills. Include a brief task summary alongside the hours so clients feel confident about what they are paying for. If a retainer client uses fewer hours than their package allows, note the rollover policy. If they exceed it, itemize the overage hours at your agreed rate.

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Frequently asked questions

Should virtual assistants charge hourly or sell hour packages?
Both models work, but packages are generally better for stable income. A retainer package (e.g., 20 hours per month at a discounted rate) gives you predictable monthly revenue and the client a predictable monthly cost. Hourly billing works for ad-hoc or project-based clients. Many VAs use a hybrid: retainer packages as the primary offering and an hourly rate for clients who cannot commit to a package.
How do I handle unused hours in a monthly VA package?
Your contract should specify this upfront. Common approaches are: hours expire at the end of the month (simplest, but clients may feel they are losing value), hours roll over once only, or unused hours can be applied to special projects. Whatever policy you choose, state it clearly in both the contract and the invoice notes so there is no dispute at month end. Most VAs find that hours expiring monthly encourages clients to actually use the support they are paying for.
What time-tracking method works best for virtual assistants?
Use a dedicated time-tracking app (Toggl, Harvest, or Clockify) and log tasks in real time rather than reconstructing them at the end of the day. Organize entries by task category or project so you can produce a clear summary when invoicing. Send your time log as a supporting document with each invoice. Clients appreciate the transparency and are far less likely to question an invoice that comes with a detailed time report.
Should I require a deposit or prepayment as a virtual assistant?
For new clients, yes. A 50 percent deposit or first month's retainer paid in full before you start is a reasonable requirement. It filters out clients who are not serious and protects you if the relationship ends early. For long-standing clients, billing at the start of each month (prepayment) is standard. Avoid billing entirely in arrears because you are providing ongoing labor and should not be financing your clients.
How do I invoice for tools or software I pay for on a client's behalf?
List any pass-through tool costs as separate line items at exact cost. Include the tool name, the billing period it covers, and the amount. Attach or reference the receipt. Do not markup pass-through costs unless your contract explicitly allows it. Ideally, have clients pay for their own tool subscriptions directly to keep your invoices clean and avoid being a payment intermediary for software subscriptions.
Do virtual assistants need to charge sales tax?
In most US states, services are not subject to sales tax, but this varies by state and service type. If you are based outside the US (Canada, UK, Australia) and earning above the local VAT or GST registration threshold, you must register and charge the applicable tax. If you work with international clients, research the tax rules for both your country and theirs. When uncertain, consult a local accountant rather than guessing on your invoices.
Can I use this template for free?
Yes. Tidybill's free plan lets you create up to 5 invoices per month at no cost, with no credit card required. You can use the Virtual Assistant invoice template straight away after signing up.
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