Virtual assistants bill a mix of hourly support, monthly retainers, and one-off tasks across multiple clients. This invoice template breaks down hours or tasks so clients can see exactly what was delivered each billing period.
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These are the line items virtual assistant businesses bill most often. Add the ones that apply to your job — the generator totals them automatically.
Bill retainer clients in advance at the start of the billing period, and bill hourly/task clients biweekly or monthly in arrears with a clear log of hours worked.
VA services delivered remotely to clients in another state or country may not require sales tax collection — confirm nexus rules for your state before charging tax.
Keep a running time log by task or client and attach a summary to the invoice — clients on retainer especially want to see how their contracted hours were used each month.
Add an "overage hours" line item billed at your standard (or a slightly higher) hourly rate for any time worked beyond the retainer allotment.
Yes — always send one invoice per client with only their tasks and hours, even if you batch similar work across clients during your day.