Virtual assistant invoice template
Virtual assistants usually bill by the hour or on a monthly retainer, and clients like to see what the time went to. A clear invoice with task categories saves back-and-forth. Open the example below in the generator and replace the lines.
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Example virtual assistant invoice
| 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 | ||
Sample figures only. Replace them with your own in the generator.
What to include
- 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
Common mistakes
- Billing hours without a summary of the tasks.
- Mixing retainer hours and extra hours on one line.
- Not stating what happens to unused retainer hours.
- Paying for client subscriptions without invoicing 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. Invoice at the start of the month for retainers, and at the end for hourly work. Keep client expenses separate from your fee and keep receipts.
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.
How do I bill tools I pay for on behalf of the client?
List them as a separate expense line at cost, with receipts available on request.
Virtual assistant templates by country
- Virtual assistant invoice template for United States
- Virtual assistant invoice template for United Kingdom
- Virtual assistant invoice template for Canada
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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 your local tax authority before relying on it.