Invoice template for virtual assistants
Virtual assistants mostly sell blocks of time: a set number of hours a month paid in advance, or a retainer with an agreed scope. The invoice should show the block, how much of it was used, whether unused hours roll over, and any overage. Clients who see their hours balance each month trust the number; clients who see only a monthly total start wondering what they are paying for.
Purchases are the other line to get right. You may book travel, order supplies or pay for software, ideally on the client's card. If you ever pay with your own, bill it at cost with receipts and keep it separate from your time, so your hourly income and their spending are never in the same number.
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What virtual assistants forget to bill
- The monthly hour block or retainer, invoiced in advance.
- Overage hours beyond the block, at the agreed rate.
- Rolled-over hours used from the previous month, shown so the balance is clear.
- Rush or out-of-hours work, if your agreement prices it differently.
- Purchases you paid for on the client's behalf, at cost with receipts.
- Software seats or tools the client asked you to use that you pay for.
Questions virtual assistants ask
Do unused virtual assistant hours roll over?
Only if your agreement says so. Many VAs let a limited number of hours roll over for one month, then they expire. Unlimited rollover leaves you owing time you have already planned around, so put a cap on it.
How do virtual assistants track billable hours?
With a time log by task and date, shared with the client or attached to the invoice. Track in small increments, such as 15 minutes, and agree the increment in advance.
Should a VA pay for client purchases?
Preferably not. Ask the client to give you a company card or add you to their accounts. If you do pay, bill it at cost with receipts on its own line and get it repaid on the next invoice.
Keep the next one in OIO
Numbered automatically, tied to the client and the project, outstanding until you mark it paid. Overdue invoices get their own list and a reminder written for you. Free plan, no card.
Start freeAlso for virtual assistants: quote template and contract template. Invoice templates for related trades: social media managers, business consultants, content writers, translators. Or browse all invoice templates.