Virtual Assistant Invoice Template
This virtual assistant invoice template is already filled in with the line items the job usually carries. Change the numbers, add your details, and download the PDF. Nothing is uploaded and no account is needed.
A virtual assistant's invoice covers work that is hard to see, so the breakdown of hours is doing more persuasive work than the total.
Your details
Bill to
Invoice details
Line items
Tax & discount
- Subtotal
- $1,026.50
- Total due
- $1,026.50
Notes & payment details
- Invoice no.
- —
- Issued
- —
- Due
- —
| Description | Qty | Rate | Amount |
|---|---|---|---|
| Retained hours, February (20 hours) | 20 | $38.00 | $760.00 |
| Additional hours beyond retainer | 4.50 | $45.00 | $202.50 |
| Software subscriptions on client's behalf (at cost) | 1 | $64.00 | $64.00 |
- Subtotal
- $1,026.50
- Total due
- $1,026.50
Hours used this period and the balance remaining are shown above. Additional hours beyond the retained block are billed at the higher rate shown, agreed in advance. Subscriptions purchased on the client's behalf are passed through at cost.
Prefilled as a virtual assistant invoice. The rates shown are round placeholder figures to make the document readable, not rate guidance. Saved in this browser only.
Stop retyping the same invoice every month
A virtual assistant invoice is mostly the same document with new dates on it. PomoTodo keeps your clients, rates and line items, tracks the hours that feed into them, and tells you which invoices are still unpaid.
Free plan tracks unlimited focus time across unlimited tasks. No card required.
How virtual assistants usually bill
| Convention | Value |
|---|---|
| Billed by | Per hour, or a monthly block of retained hours |
| Usual payment terms | Monthly in advance for retained hours, Net 15 for hourly |
| Money up front | Retained hours paid in advance is the common structure |
| Also called | VA invoice, admin support invoice, executive assistant invoice |
| These are the common conventions in the trade, not rules. The terms that matter are the ones in your own agreement with the client, and this template will carry whatever you set. | |
What belongs on a virtual assistant invoice
- Hours by category of work
- Inbox, scheduling, research and travel booking as separate lines shows the client what they actually delegated, which is the argument for next month's retainer.
- Retained hours against hours used
- Show the block, the usage and the remainder. It is the number the client is checking, and an invoice that hides it invites the question.
- Overage at a stated rate
- Hours past the retainer should cost more, and the rate should be on the invoice, because a retainer with free overage is just a discount.
- Pass-through subscriptions at cost
- Software bought on a client's behalf is listed unmarked up, and ideally moved onto their own card as soon as practical.
The mistake that costs virtual assistants the most
Billing a single line for the whole month
A virtual assistant's work is invisible by design: when it is done well, nothing happens. An invoice reading 'VA services, February' gives a client nothing to weigh against the figure, and the retainer becomes the first thing reviewed in a tight quarter. Break the hours down by category and the same total reads as a bargain.
Sales tax on a virtual assistant invoice
Administrative support is a service and is untaxed in most states, though a few tax specified services such as data processing. Where you and your client are located can both matter when the work is entirely remote.
The template has a tax field with an editable label, so it will say VAT or GST if that is what you need, and it applies the rate to the subtotal after any discount. Leave the rate at zero if you are not registered to collect. Nothing here is tax advice, and a question about your own registration is one for your state's department of revenue or your accountant.
Templates for related work
Monthly flat fee, or per hour for clean-up work
Monthly retainer, with ad spend billed separately
Quoting the job before you bill it is what the quote generator is for, and working out what to charge in the first place is what the freelance rate calculator does.
Questions about virtual assistant invoices
Should a VA charge a retainer or hourly?
A retainer, once the relationship is established. It guarantees you income and guarantees the client capacity, which is what they are really buying. Hourly suits the trial period and one-off projects. Charging a higher rate for hours beyond the retained block is standard and is what stops the retainer becoming a discount.
How detailed should a VA invoice be?
Detailed enough that the client can see what they stopped doing themselves. Hours grouped by category, inbox management, scheduling, research, travel, is the right level. A per-task log is more than anyone reads and makes the invoice look like a defence.
Do unused retained hours roll over?
Usually not, and the invoice should say so. Rollover turns a retainer into a prepaid block and removes the reason the client had to use the hours. If you do allow it, cap it at one month so the liability cannot compound.