Virtual assistant invoice template for United States
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 States: USD currency and the right tax label. The United States has no federal VAT, so invoices carry either no tax or a state sales tax, depending on your state and what you sell.
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Example virtual assistant invoice in USD
| 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 | ||
| Total | $930.00 | ||
In this sample the total is $930.00 with no tax added. If sales tax applies to your work, enter the rate in the tax field. Sample figures only.
What a United States invoice must include
- Your business name, address, phone or email
- The client's name and billing address
- Invoice number, invoice date and due date, for example net 30
- A clear description of goods or services, with quantity and rate
- Sales tax shown as a separate line when it applies, at the right state or local rate
- Payment instructions, such as ACH, wire, check or card, and any late fee 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 States
Common ways to pay are ACH bank transfer, wire, check or card payment. Typical payment terms: net 15 or net 30. Late fees apply only if they were agreed in advance, so state them in your contract and on the invoice.
Mistakes to avoid
- Billing hours without a summary of the tasks.
- Mixing retainer hours and extra hours on one line.
- Charging sales tax on services that are exempt in your state, or missing tax on items that are taxable. Rules vary by state.
- Not collecting a W-9 from a contractor before paying them.
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.
Sales tax in the US is set by states, counties and cities, and whether it applies to services differs a lot. Check your state's department of revenue before adding tax, and register where required. If you pay independent contractors, collect a Form W-9 first.
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 charge sales tax on an invoice in the US?
It depends on your state and what you sell. Many states tax physical goods but not all services. Check your state's tax authority.
What are net 30 terms?
Net 30 means payment is due 30 days after the invoice date. It is a common default for business invoices.
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Last reviewed: October 2026. This page is general information, not legal, tax or accounting advice. Rules and rates change, so check the IRS and your state's department of revenue before relying on it.