Virtual assistant invoice template
Virtual assistant work is mostly hours across many small tasks, which is hard to bill from memory. This virtual assistant invoice template groups the hours by task type — inbox, scheduling, data entry — so the client sees where the time went.
What to put on a virtual assistant invoice
- Hours by task type — inbox, scheduling, research
- Retainer hours vs. hours above the retainer
- Software or tools you pay for and pass through
- Expenses, if any
- Payment terms and due date
Common questions
How do virtual assistants invoice?
By the hour or by retainer, grouping hours by task type. If you work a monthly retainer, show the retainer hours and any overage on separate lines.
Should I use a retainer?
A retainer smooths your income and the client’s budgeting. State the included hours and the overage rate clearly on the invoice.
Do I pass through software costs?
If you use paid tools for a client (scheduling, design, email), list them at cost. Do not fold them into your hourly rate without saying so.
Use the free virtual assistant invoice template
Opens InvoiceForge with this template pre-filled — virtual assistant-appropriate line items you can edit. Your data stays in the browser; print or save as PDF in a minute. No account, no download.