Virtual Assistant Invoice Template
The tricky thing about good VA work is that it's invisible. The inbox is clear, the calendar works, and the client forgets it took 30 hours to get there. Grouping your time by category (admin, inbox, scheduling) shows exactly where those hours went.
Bill hourly or per package, add your details, and download a PDF to send along with your monthly summary.
Tip: in the print dialog choose “Save as PDF”.
INVOICE
#INV-0001
Issued: —
Due: —
From
—
Bill to
—
| Description | Qty | Price | Amount |
|---|---|---|---|
| Admin support — hourly | 20 | $35.00 | $700.00 |
| Inbox & calendar management | 10 | $35.00 | $350.00 |
Subtotal$1,050.00
Tax (0%)$0.00
Total$1,050.00
Invoicing tips for virtual assistants
- For retainer packages, list the hours included and how overage gets billed. Settle that before the busy month, not in the middle of it.
- Group hours by task type. "Admin support: 20 hrs" tells a much clearer story than one line reading "VA work: 30 hrs."
- Invoice on the same date every month so your income doesn't depend on when you remember to send it.
Frequently asked questions
- How do virtual assistants invoice clients?
- Most bill hourly for logged time or charge a monthly package of set hours. Enter the hours as the quantity and your rate as the price.
- What if a client goes over their package hours?
- Add the extra hours as a separate line at your standard or overage rate, with a short note explaining it. It goes down easier when the package line sits right above it.