Sample details are filled in. Replace them with your own. Without an account, nothing leaves your browser.
Want your logo on it, saved clients, and no footer? How to get Pro.
My documents / Sign in
How to get Pro
- Sign in. Use your email. No password: we send you a link. Sign in
- Pick a plan. $5 a month or $39 a year. Cancel any time. No refunds for partial periods, except where the law requires it.
- Pay on Stripe. You check out on Stripe's secure page. We never see your card.
- Come back here. Your Pro tools turn on by themselves: logo, saved clients, unlimited sync, no footer.
What to include
- Your business name, contact details and the client's name
- The billing period, such as October 1 to October 31
- Hours by task type, such as inbox management, scheduling and data entry
- Your hourly rate, or the retainer package and what it includes
- Any software or tool costs you are passing through
- Payment terms, the due date and accepted payment methods
Tips
- Track time as you work and attach a short time log for clients who ask for one.
- State what happens to unused retainer hours, for example they do not roll over.
- Put your rate and minimum billing increment, such as 15 minutes, in your agreement and repeat it on the invoice.
Getting paid for the work you do
Virtual assistants lose money when hours are vague. Break the invoice into task types and give hours for each. A client who can see 12 hours of inbox management and 6 hours of scheduling is less likely to ask where the time went.
If you bill a monthly retainer, list the package, the period it covers, and what it includes. Mention any hours used beyond the package as a separate line at your overage rate.
Time tracking and proof
- Use a simple timer or a spreadsheet and log the date, task and minutes as you work.
- Round to a fixed increment, such as 15 minutes, and say so in your agreement.
- Offer the time log on request instead of attaching it to every invoice.
- Keep logs for as long as your tax rules ask you to keep records.
Contracts, scope and late payments
A one page agreement that covers scope, rates, notice period and payment terms prevents most disputes. State your payment terms on every invoice, for example Net 14, and consider a polite reminder on the due date. If you charge late fees, they should be in the agreement before you rely on them.
Questions
Should I bill by the hour or by retainer?
Hourly is simple and fair while you build a client base. Retainers give steadier income and suit ongoing work. Whichever you choose, write down what is included so both sides agree.
Do I need to charge tax on virtual assistant services?
It depends on your location and the type of service. Check your state or country rules or ask an accountant.
More invoice templates
Related guides
This template is general information. Requirements for invoices vary by place and industry, so check local rules or ask an accountant.