Invoice template · Virtual assistant
Virtual assistant invoice template
Bill clients for VA hours and task-based work — itemize by category, separate reimbursables, and keep terms short. Free PDF invoice, no signup.
When to use this template
On a consistent cadence — weekly or biweekly tends to work for most arrangements. The cadence matters more than the format: clients pay invoices that arrive on the day they expect them, and they push back on invoices that show up randomly. Pick a rhythm (for example, every other Friday for the prior two weeks), agree on it with the client, and stick to it.
What to include
- Period covered (e.g. 'May 1–14') prominent in the header
- Itemized tasks or hours by category — not one big 'VA services' line
- Hourly rate(s): single rate or tiered by task type (admin vs. exec-level vs. tech)
- Reimbursables: software seats, paid tools, courier costs, etc. — line-itemed
- Payment terms — short terms (e.g. Net 7 or on-receipt) keep cash flow predictable; longer terms shift more cash-flow burden onto you, so be deliberate about them
- Currency and preferred payment method (bank transfer, Wise, PayPal, Stripe)
- Late-payment policy if you have one (most VAs don't bother under $500)
Sample line items
| Description | Qty | Unit | Amount |
|---|---|---|---|
| Inbox triage + calendar management | 24 | $35.00 | $840.00 |
| Travel booking + itinerary preparation | 4 | $40.00 | $160.00 |
| Research + report drafting (Q2 competitive review) | 6 | $45.00 | $270.00 |
| CRM cleanup + contact enrichment | 8 | $35.00 | $280.00 |
| Reimbursable — scheduling software seat (May) | 1 | $12.00 | $12.00 |
Figures are illustrative, in USD. Replace with your own when you open the generator.
Example copy you can adapt
Invoice for VA services rendered to Acme during the period May 1–14, 2026. Hours are itemized by task category at the rates agreed in our engagement letter ($35 for admin, $40 for travel, $45 for research). Reimbursable expenses are passed through at cost and itemized below. Payment terms are Net 7 from invoice date — please reply to confirm receipt and I'll send a paid stamp once the transfer clears.
Ready to create your invoice?
Fill in the form, download a clean PDF — no signup, no email.
Open the invoice generatorFrequently asked
- Hourly or flat retainer?
- Hourly is a sensible default and fits most VA work. Flat retainers fit when the client wants a fixed allotment of hours per month on a 'use them or lose them' basis, often at a small discount vs. ad-hoc hourly. Some arrangements blend the two: a flat base for predictable work plus hourly for ad-hoc requests on top.
- Should I track time per task?
- Yes. Itemized invoices ('inbox: 24h, travel: 4h, research: 6h') get fewer questions than 'VA services: 34h.' Time tracking also surfaces drift — if 'inbox' is taking three times the time it used to, that's worth raising in a check-in.
- How quickly should I expect to be paid?
- Short terms (e.g. Net 7 or on-receipt) tend to work well for VA invoicing because the amounts are small and the cash flow matters week to week. Longer terms like Net 14 or Net 30 shift weeks of credit onto you — fine if the client genuinely requires it, but worth either pricing in or asking about rather than absorbing silently.
- How do I bill for software the client asks me to use?
- If the seat is genuinely client-specific (e.g. a Loom seat dedicated to recording for them), pass it through as a reimbursable. If the tool is part of your general kit (e.g. your password manager), absorb it — it's already in your rate.