Virtual assistant invoice template for United Kingdom

Virtual assistants usually bill by the hour or on a monthly retainer, and clients like to see what the time went to. This template is set up for United Kingdom: GBP currency and the right tax label. United Kingdom invoices usually include VAT (standard rate 20 percent), which this template adds for you.

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Example virtual assistant invoice in GBP

Description	Qty	Rate	Amount
Admin support (hours)	20	£30.00	£600.00
Inbox management retainer	1	£250.00	£250.00
Travel booking	1	£80.00	£80.00
Subtotal			£930.00
VAT 20%			£186.00
Total			£1,116.00

In this sample the subtotal is £930.00, VAT at 20 percent adds £186.00, and the total is £1,116.00. Sample figures only.

What a United Kingdom invoice must include

A unique, sequential invoice number and the invoice date
Your business name, address and VAT registration number
The customer's name and address
The date of supply if different from the invoice date
A description of goods or services, the net amount, the VAT rate and the VAT amount
The total amount payable in pounds, and your payment terms

What a virtual assistant invoice should show

The billing period and the client name
Hours by task category, such as admin, email or scheduling
Retainer lines for recurring monthly work
Software or subscription costs paid on the client's behalf
Rollover or unused-hours rules for retainers
Payment details and a due date

Getting paid in United Kingdom

Common ways to pay are UK bank transfer (sort code and account number) or card payment. Typical payment terms: 30 days is the common default, and many businesses use 14. UK law allows statutory interest and fixed compensation on overdue business-to-business invoices in many cases. Check the details on GOV.UK.

Mistakes to avoid

Billing hours without a summary of the tasks.
Mixing retainer hours and extra hours on one line.
Charging VAT when you are not VAT-registered.
Missing the VAT number on a VAT invoice.

Practical tips

Send a short time summary with each invoice; it reduces questions and builds trust. For retainers, state the monthly hours included and the rate for extra hours.

The standard VAT rate is 20 percent, with reduced and zero rates for some goods and services. Registration is compulsory once taxable turnover passes the government threshold, and the figure is updated from time to time, so check GOV.UK. Under the UK late payment law, businesses can charge statutory interest and fixed compensation on overdue invoices between businesses, unless contract terms provide a substantial alternative remedy.

Frequently asked questions

Should a virtual assistant bill hourly or by retainer?

Hourly suits irregular work, retainers suit steady needs. Many VAs offer both and give retainer clients a lower rate.

What if the client does not use all retainer hours?

Decide this in advance: rollover, expiry or refund. Put the rule in your agreement and on the invoice notes.

Do I need to be VAT-registered to send an invoice in the UK?

No. Only VAT-registered businesses charge VAT. Others can still send normal invoices without VAT.

What must a UK VAT invoice include?

A sequential number, your VAT number, dates, customer details, description, net amount, VAT rate and VAT amount, and the total.

Related templates

Last reviewed: October 2026. This page is general information, not legal, tax or accounting advice. Rules and rates change, so check HMRC on GOV.UK before relying on it.