Personal Assistant Invoice Template

Free invoice templates for personal assistants built for hours worked, mileage charges, and expense reimbursements. Download and edit in PDF, Word, Excel, Google Docs, or Google Sheets.

Also called: personal assistant invoice, personal assistant bill, or PA invoice.

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Download Free Personal Assistant Invoice Templates

Download a template, then edit in PDF, Word, Excel, Google Docs or Google Sheets. Print or email when ready.

Sheets, Excel, Word and Doc Templates Coming November 21, 2025.

Editable Personal Assistant Invoice Template

Best for:

Edit hours, expenses, errands, and rates.

Printable Personal Assistant Invoice Template

Best for:

Clean totals, dates, signatures, and terms.

Custom Personal Assistant Invoice Template

Best for:

Logo, color, custom fields, repeat rules.

Free Personal Assistant Invoice Template

Best for:

Tasks, hours, rate, mileage, and notes.

How to Invoice as a Personal Assistant

Keep it simple, show what you did, and make the numbers easy to say yes to.

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In 5 Steps:

Gather your time logs, task list, approvals, and any receipts for the service period.
Draft an itemized bill by task and expense, noting rush or after-hours when they apply.
Request the agreed deposit or retainer before work starts and record it.
Apply any existing deposit or retainer credit to this invoice and show the remaining balance.
Review for clarity, add terms, send the invoice, and schedule polite reminders.

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What to Include in a Personal Assistant Invoice

These are the must-have fields for clear, compliant invoices.

Your business name, logo, address, and contact
Client name and billing address
Invoice number
Issue date and due date
Service period dates
Itemized tasks with hours and rate
Expenses with brief purpose and receipt reference
Travel time and mileage log
Deposit or retainer applied and remaining credit
Purchase order or approval reference
Tax breakdown and note to check local rules
Payment terms and accepted payment methods

Billing Scenarios for Personal Assistants

How to label charges so every invoice makes sense the moment your clients see it.

Retainer hours (included); Overage hours

Monthly retainer with included hours and overage

This shows what the plan covers and what went beyond it.

Same-day rush fee; Task time

Same-day request

It separates the priority fee from the actual work time.

On-site support; Travel time/mileage

On-site event support with travel

It makes clear you billed for being there and getting there.

Purchases made; Handling fee

Purchasing gifts or supplies on the client’s behalf

Add due date, accepted methods, and a plain late-fee rule on every invoice, and automate reminders before and after the due date.

Project fee; Change requests

Research project with a flat scope plus revisions

It keeps the fixed deliverable separate from out-of-scope edits.

After-hours rate; On-call standby

It shows premium availability apart from regular work.

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Rates and reimbursements for personal assistants

Include hours, mileage, and reimbursements with professional invoice line items.

Charge or Service

Unit

Taxable

When to use

How to show it

Calendar Management

Time

Ongoing scheduling or reschedules

Time × hourly rate. Note meeting goals and buffer times so days run on rails.

Inbox Triage & Replies

Time

Daily email filtering and responses

Time × hourly rate. Use client-approved templates and flags to keep priorities visible.

Travel Booking & Itinerary

Time

Flights, hotels, cars, and holds

Time × hourly rate. Document traveler prefs and add confirmation numbers in one shareable file.

Expense Reports & Reconciliation

Time

Monthly card statements and receipts

Time × hourly rate. Attach receipts, tag categories, and log approvals for clean records.

Meeting Prep & Minutes

Time

Agendas, decks, and action items

Time × hourly rate. Capture decisions, owners, and due dates so work moves forward.

Errand Run / Courier

Time

Local pickups, drops, or returns

Time × hourly rate. Log stops and keep receipt images for the client’s records.

Vendor Coordination

Time

Scheduling cleaners, caterers, movers

Time × hourly rate. Confirm scope, timing, and access; collect insurance or W-9s when needed.

Home/Office Wait Time

Time

On-site while vendors arrive

Time × hourly rate. Track arrival/departure and verify completion before signing off.

After-Hours Support

Time

Evenings, weekends, or holidays

Time × hourly rate. Mark request source and reason so premium time is clear.

Event Setup & Supplies (bundled)

Item

Tax Varies

Small event needing labor plus consumables

Fixed or Time × rate + pass-through supplies. Keep receipts; bundling mixes goods and labor.

Save and reuse your assistant rates and expenses

Create a free account and save hourly rates, mileage, and reimbursements once, so nothing gets retyped.

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Common Personal Assistant Invoicing Mistakes

Billing gets messy fast. Use these quick fixes to keep invoices clean and prevent pushback.

Mistake

How to fix it

Lumping unrelated tasks into one line hides effort and invites disputes.

Break work into separate lines by task or workstream and add a short purpose note so reviewers can approve quickly.

Vague task entries without dates or time windows make approvals hard.

Include the date and start to stop or total hours for each entry using simple, consistent time tracking.

Publish a clear rate card and use it consistently; if a special rate applies, state the reason and effective date in the notes.

Add due date, accepted methods, and a plain late-fee rule on every invoice, and automate reminders before and after the due date.

Charging tax incorrectly on services or reimbursables risks non-compliance.

Check local rules; tax only what is taxable and show tax as a separate line with a short note.

Using vague units like “day rate” without defined hours leads to scope arguments.

Define the unit in plain language and tie it to tracked time so totals are transparent.

Personal Assistants Invoice FAQs

Billing for errands, travel booking, mileage, retainers, vendor coordination, purchases, and NDA terms, built for household managers and executive assistants. Personal Assistants Invoice Template tips, clear answers.

How do I bill a monthly retainer and unused hours?

List the retainer as a flat line, then show hours used and carryover rules. Example: “Monthly Retainer – 20 hrs: $1,600; Hours Used: 17; Carryover: 3 hrs to Oct.”

Do I charge for travel time between errands?

Yes, if it’s part of the service day. Note it separately. Example: “Travel Time Between Stops – 0.8 hr @ $60/hr: $48.”

What’s the right way to show mileage, parking, and tolls?

Reimburse at the IRS mileage rate and add actual parking or toll receipts. Example: “Mileage – 42 mi @ IRS rate; Parking – Downtown Garage: $14; Toll – I-95: $6.”

How do I bill purchases I make for the client?

List the item cost under reimbursables, then add your markup if your contract allows. Example: “Groceries (Whole Foods receipts attached): $186.42; Procurement Markup – 10%: $18.64.”

What should after-hours, weekend, and holiday rates look like?

Use a premium rate and tag the time block. Example: “After-Hours Support (Sat 7–10 pm) – 3 hrs @ $95/hr: $285.”

How do cancellations and no-shows work for a personal assistant?

Set a window and fee. Example: “Same-Day Cancellation (<24 hrs) – 2 hr minimum @ $75/hr: $150.”

Can I offer a concierge or virtual assistant subscription?

Yes. Spell out inclusions, response times, and overage pricing. Example: “Concierge Plan – up to 10 hrs/mo: $700; Overage – $75/hr.”

How do I bill event planning with progress payments?

Take a deposit, then invoice milestones. Example: “Engagement Party Deposit – 30%: $600; Venue Shortlist + Site Visits (Milestone 1): $400; Final Coordination (Milestone 3): $500.”