Virtual Assistant Invoice Template
A virtual assistant invoice template works for both hourly and retainer billing: admin hours, email and calendar management, and project work on their own lines so the client sees exactly where the time went.
Prefer a different format? Get the Excel virtual assistant invoice template, Google Sheets virtual assistant invoice template, or Word virtual assistant invoice template — every format stays free.
Invoice
Billed to
Payment terms
| Virtual assistant service | Qty | Rate | Amount |
|---|
Notes
Payment
Virtual Assistant scheduling and billing
This template is free and stays free — keep using it for as long as it does the job. It stops doing the job once virtual assistant scheduling, client tracking, and multi-client billing need a real management system.
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How to write a virtual assistant invoice
Add your work lines
Pick admin, email, calendar, or retainer 鈥?or type your own. Set quantity to hours or blocks.
Set your rate and terms
Enter hourly rate or retainer, add pass-through tool costs, tax that applies, and a payment window.
Print or save as PDF
Hit Print and choose Save as PDF. Email it with your time log for the period.
Typical virtual assistant prices to sanity-check your invoice
Rates vary by region, virtual assistant size, and scope. These ranges reflect common US virtual assistant pricing and are here as a gut check, not a rate card.
| Service | Common pricing method | Typical range |
|---|---|---|
| General admin | Per hour | $25 鈥?$60 |
| Email management | Per hour or flat | $30 鈥?$60 / hr |
| Calendar management | Per hour or flat | $25 鈥?$50 / hr |
| Social media | Per hour or flat | $35 鈥?$75 / hr |
| Data entry | Per hour | $20 鈥?$40 / hr |
| Monthly retainer | Prepaid hours block | $400 鈥?$1,200 / mo |
Ranges are general market observations, not a recommendation for what to charge.
Virtual assistant invoice essentials: hours, retainers, and scope
VAs get paid without friction when time is transparent. This virtual assistant invoice template supports the practices that keep clients happy: itemize hours with short descriptions, sell retainers for predictable cash flow, and pass through tool costs at cost.
On pricing, hourly admin commonly runs $25鈥?0, specialized work like social media $35鈥?5, and retainers $400鈥?200 per month for a fixed hour block. Charge your published rate and discount the block so the retainer is a clear value.
Set terms that protect your time: Net 7 or Net 14, and consider collecting retainers upfront. Use the Terms dropdown, and always include the billing period and a task summary so the client can match the invoice to your time log.
Virtual Assistant invoice questions
What should a virtual assistant invoice include?
Your business name, client name, a unique invoice number and date, itemized hours with a short description of the work, any fixed-fee projects, tax where applicable, the total due, and payment terms.
How do I bill hourly work?
List each task with hours worked and your hourly rate, and keep descriptions short but specific so the client can verify the time. Many VAs send a weekly time log with the invoice.
Should I offer retainers?
Retainers smooth cash flow. Sell a block of prepaid hours at a slight discount, bill the block monthly, and track overage hours as an additional line.
Do I charge sales tax on VA services?
Professional services are generally not taxable in most states, but rules vary. Use the Tax rate field only for taxable items and confirm local rules.
How do I invoice for tool subscriptions?
If you use tools like Canva or a scheduling app on the client's behalf, pass the subscription through at cost as a separate line so it reads as a reimbursement.
Virtual Assistant invoice formats & related guides
More industry templates are added as they ship.