Virtual Assistant Invoice Template — Free Download (2026)
Free invoice template for virtual assistants. Whether you bill hourly, on retainer, or per project — here's exactly what to include and how to get paid on time without chasing clients.
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Create free invoiceVA invoice line items (by billing type)
Most virtual assistants use one of three billing models: hourly, retainer, or package-based. Use the section that matches how you work with each client.
Hourly billing
Best for flexible, ongoing work where the scope changes week to week.
Administrative Support
Email management, calendar scheduling, data entry
Research
Competitor research, lead research, market surveys
Customer Support
Responding to emails, chat support, ticket handling
Social Media Management
Scheduling posts, responding to comments, DMs
Retainer billing
Monthly block of hours billed upfront. Gives you predictable income and the client predictable availability.
10-Hour Monthly Retainer
Carried forward if unused — or use-it-or-lose-it, per agreement
20-Hour Monthly Retainer
Priority availability, response within 4 business hours
Full-Time Retainer (160 hrs/month)
Dedicated VA, works exclusively for one client
Package / task-based billing
Fixed price for a defined deliverable. Fastest for clients to approve.
Inbox Zero Setup
Audit, archive, label system, filters — one-time project
CRM Data Entry (×100 contacts)
Research, validate, and upload to specified CRM
Travel Itinerary
Flights, hotel, calendar blocks, confirmation numbers
Monthly Report Compilation
Pull data from 3 sources, format into template
What a VA invoice looks like
INVOICE
Invoice #: VA-2026-031
Period: June 1–30, 2026
Due: June 7, 2026 (Net 7)
Your Name
Virtual Assistant
yourname@email.com
Billed to
Sarah Chen — Chen Consulting
sarah@chenconsulting.co
Description
Amount
20-Hour Monthly Retainer — June 2026
Email management, calendar scheduling, client follow-ups
$700.00
Overage Hours (3.5 hrs @ $35/hr)
Additional research and CRM data entry, June 24–27
$122.50
Total Due
$822.50
Payment: Bank transfer or PayPal. Please reference invoice VA-2026-031.
Overage hours billed at $35/hr per our agreement dated March 2026.
6 invoicing rules every VA should follow
Invoice at the same time every month
Retainer clients expect a predictable billing cycle. Invoice on the 1st of the month for the upcoming month's hours. It trains clients to expect and approve invoices without friction.
Track time with a time log, not memory
Keep a running time log (Toggl, Clockify, or even a spreadsheet) and attach it as a summary when you invoice hourly clients. Clients who can see the hours rarely dispute them.
Include a task summary on hourly invoices
Instead of just listing hours, add a brief summary of what you completed. 'Email management, calendar scheduling, research (X project) — 12.5 hours' justifies the bill and builds trust.
Define what's included in a retainer
'20 hours of VA support' is vague. Specify task categories: administrative, research, social media, etc. What's excluded is just as important — writing copy, bookkeeping, and design should be out of scope unless separately priced.
Charge for tools and subscriptions separately
If a client asks you to manage their tools (scheduling software, project management, email platforms), get a client-funded account. Don't pay out of pocket for tools you're using on their behalf.
Use Net 7 or Net 14 payment terms
VA work is service work — you shouldn't wait 30 days for payment. Net 7 is reasonable for retainers billed in advance. Net 14 for project work. Add a late fee clause for overdue invoices.
What every VA invoice must include
- Your full name or business name
- Your email address
- Client's name or company name
- Client's billing contact or AP email
- Invoice number (sequential)
- Invoice date and payment due date
- Billing period covered (for hourly/retainer)
- Hours worked and hourly rate (or package description)
- Task summary — what you actually worked on
- Any overage hours separately itemised
- Total amount due
- Payment method(s) and bank details or payment link
- Late fee clause
Frequently asked questions
How should a virtual assistant invoice hourly work?
List the period covered (e.g., 'Week of June 9–13'), total hours worked, and your hourly rate. Add a brief task summary so the client can see what they're paying for. Attach your time log if you kept one. Clients who see detailed hours almost never dispute invoices.
Should I invoice before or after completing the work?
For retainers: invoice at the start of the month for upcoming work. For hourly: invoice at the end of each week or bi-weekly. For project work: 50% deposit upfront, 50% on completion. Never wait until the end of the month to invoice weekly hours — it creates cash flow gaps.
Do virtual assistants need to charge tax?
In most cases, virtual assistants provide services rather than goods, and service income isn't subject to sales tax in most US states. But if you work with clients in the UK, Canada, Australia, or the EU, VAT/GST rules may apply. Check your local tax authority's guidance or consult an accountant.
What should I do when a retainer client uses more hours than their block?
Send a supplemental invoice for the overage hours at your standard rate (or a pre-agreed overage rate) before the next month begins. Some VAs charge a premium for overage hours — 10–15% above their standard rate — to discourage clients from consistently going over.
What if a retainer client doesn't use all their hours?
This depends on your retainer terms. 'Use-it-or-lose-it' is standard — hours don't roll over. If you offer rollover, cap it at 50% of the monthly block and state it in your contract. Unlimited rollover makes retainers unworkable.
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