Virtual Assistant Invoice Template

Free invoice templates for virtual assistants built for hours worked, retainer fees, and project fees. Download and edit in PDF, Word, Excel, Google Docs, or Google Sheets.

Also called: virtual assistant invoice, virtual assistant bill, or VA invoice.

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Download Free Virtual 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 Virtual Assistant Invoice Template

Best for:

Edit hourly, packages, expenses.

Custom Virtual Assistant Invoice Template

Best for:

Logo, PO, SLA and billing cycle.

Free Virtual Assistant Invoice Template

Best for:

Hours, tasks, rate, notes.

Printable Virtual Assistant Invoice Template

Best for:

Totals, retainer line, signatures.

How to Invoice as a Virtual Assistant

Keep it simple, track your time, and make the money trail obvious from deposit to final balance.

Free Online Invoice Generator

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In 5 Steps:

Confirm scope, rate, and due date with the client and note the service period.
Track hours and expenses as you work and keep receipts in one place.
Build the invoice from your time log, add pass-through costs, and note any taxes if required (check local rules).
Request a deposit or retainer before starting and send the invoice with clear payment instructions.
On delivery, apply the deposit to the balance and send the final invoice showing what’s left to pay.

Free Online Invoice Generator

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What to Include in a Virtual Assistant Invoice

These are the must-have fields for clear, compliant invoices that get approved fast.

These are the must-have fields for clear, compliant invoices that get approved fast.

Invoice number
Issue date
Due date or net terms
Your business name, address, and contact
Client name and billing contact
Business registration or tax ID
Purchase order or client reference
Service period (start–end)
Payment methods and instructions
Deposit or retainer received and balance due

Billing Scenarios for Virtual Assistants

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

Monthly Retainer; Overage Hours

Monthly retainer with included hours and overage

Keeps base work predictable while showing extra time transparently.

Project Setup; Milestone Delivery

One-off project with milestones

Shows the upfront setup and the paid delivery point clearly.

Rush Fee; Priority Scheduling

Rush work requested within 24 hours

Signals urgency and the resource shift it requires.

Meeting Time; Prep and Follow-up

Client meeting beyond included time

Record the retainer when received and subtract it so the remaining amount is obvious.

Software Pass-through; Processing Fee

Buying software or apps on the client’s behalf

Shows the reimbursable cost and your handling work.

Travel Time; Mileage

Makes the trip costs visible without padding labor.

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Hourly rates and retainers for virtual assistants

Include hours worked, retainers, and project fees with professional invoice line items.

Charge or Service

Unit

Taxable

When to use

How to show it

Calendar Management

Time

For recurring scheduling support

Time × hourly rate. Block recurring slots and manage invites to reduce no-shows and conflicts.

Inbox Cleanup & Rules

Time

When inbox is overloaded

Time × hourly rate. Archive, label, and build filters so priority messages surface fast.

Meeting Scheduling

Time

When booking calls or demos

Time × hourly rate. Coordinate availability, send confirmations, and handle reschedules.

Meeting Minutes & Actions

Item

After a call or webinar

Qty × unit rate. Deliver clear notes and next steps in a shared doc.

Online Research Brief

Item

When you need a summary

Qty × unit rate. Compile sources, key facts, and recommendations with links in a one-page brief.

Data Entry & Spreadsheets

Time

For updates and cleanup

Time × hourly rate. Standardize fields and validate inputs to keep reports accurate.

Expense Report Processing

Item

For receipts and reimbursements

Qty × unit rate. Categorize receipts, reconcile totals, and prepare submissions to your approver.

Social Media Scheduling

Item

For batching posts

Qty × unit rate. Queue posts, add captions, and set publish times across accounts.

Monthly Retainer (VA)

Item

For ongoing support

Monthly fee × months. Locks in priority hours and consistent task coverage.

Rush/After-Hours Support

Item

When work can’t wait

Surcharge × units. Applies to urgent or off-hours requests; confirm scope before starting.

Save and reuse your VA rates and retainers

Create a free account and save hourly rates, retainers, and project fees once, so nothing gets retyped.

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Common Virtual Assistant Invoicing Mistakes

You want fast approvals and clean books. Avoid these pain points with simple fixes that remove doubt.

Mistake

How to fix it

Vague descriptions hide the real work and delay payment.

Use plain task names with a short outcome statement. Keep labor and expenses on separate lines.

Combining labor and pass-through costs muddies totals and triggers questions.

Separate them with clear subtotals and attach receipts for reimbursables.

Show start and end dates on every invoice and match them to your time log.

Record the retainer when received and subtract it so the remaining amount is obvious.

Unclear timekeeping or rounding creates disputes over minutes and hours.

State your billing increment, list total hours, and attach a simple time report.

Missing business identifiers or fee terms can block processing.

Include your registration or tax ID and any late fee policy, and note to check local rules.

Virtual Assistant Invoice FAQs

Bill admin, inbox, social posts, CRM cleanup, and retainers with the right fees, markups, and terms. Faster pay for assistants and clients. Clear answers.

How do I bill retainers vs hourly work?

Use a monthly retainer for predictable support, then list out-of-scope hours at your hourly rate. Example: “Retainer: 20 hours @ $40/hr = $800; Extra hours: 3.5 @ $45/hr = $157.50.” Use the Virtual Assistant Invoice Template to show both clearly.

Is meeting time billable?

Yes, if the call serves the project. Add a line like “Weekly check-in, 30 min @ $40/hr = $20.” List prep or notes separately if charged.

How should I charge for software I buy to serve one client?

Pass it through with a small admin fee if agreed. Example: “Canva Pro (client use) $12.99 + 10% admin = $14.29.” Get approval in writing.

What’s the clean way to price inbox cleanup or data entry?

Price per item or per batch. Example: “Inbox triage, 200 emails @ $0.60 = $120” or “CRM data entry, 150 records @ $0.80 = $120.” Note the scope and tally.

How do I handle last-minute or after-hours work?

Use a rush or after-hours multiplier. Example: “Rush request under 24 hours, 2 hrs @ $40/hr x 1.5 = $120.” Spell out when the multiplier applies.

Can I bill for social content when ad spend is separate?

Yes. Split labor from media. Example: “Social content pack, 12 posts @ $25 = $300” and “Meta ads management, flat $150,” with “Ad spend paid directly by client.”

What’s the right way to bill discovery or onboarding?

Charge a one-time setup. Example: “Onboarding and systems audit, 3 hrs @ $45/hr = $135.” List deliverables, like access collection and workflow map.

How do executive assistant duties price differently from general admin?

Higher complexity can carry a higher rate. Example: “Board meeting prep, 2 hrs @ $60/hr = $120” versus “Calendar clean-up, 1 hr @ $40/hr = $40.” Explain the difference.