Virtual Assistant Invoice Template
VA work spreads across many small tasks, so clients need the invoice to group hours into understandable streams: admin, inbox, research. A time log backs it up, but the invoice itself should stay readable.
This free template groups hours into two streams with a note that a detailed log is available. Set your own rates and streams, and export a clean PDF from your browser with no account and no upload.
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What this template starts you with
| Description | Qty | Rate |
|---|---|---|
| Administrative support | 20 | 35.00 |
| Inbox and calendar management | 10 | 35.00 |
What a good virtual assistant invoice includes
- Hours grouped by work stream, not one undifferentiated total
- A note that a detailed time log is available on request
- Retainer billing dates in the terms if you work on retainer
Common questions
Retainer or hourly?
Retainers stabilize your income and the client's costs. Bill the retainer on the 1st, and overflow hours as a second line, exactly as this template is set up.
Which tasks should be itemized?
Group rather than itemize. Five streams maximum. The detail lives in your time log, which you attach only when asked.