What to include on a virtual assistant invoice
Show hours used vs. purchased
For retainer clients, note how many hours were used and how many remain. It makes overage charges easy to accept.
Group tasks by category
Summarize work under headings like inbox, calendar, research or bookkeeping instead of listing dozens of tiny tasks.
Set a time increment
State whether you bill in 15-minute or 30-minute blocks so quick tasks are billed consistently.
Separate reimbursements
Software, postage or purchases made for the client belong on their own lines marked as reimbursable.
Example virtual assistant line items
These sample entries show how to describe virtual assistant work clearly. Rates are illustrative only; use your own pricing.
| Description | Qty | Rate | Amount |
|---|---|---|---|
| Monthly retainer: 20 hours of admin support | 1 | $700.00 | $700.00 |
| Overage hours beyond retainer | 4 | $38.00 | $152.00 |
| Travel booking and itinerary research (hours) | 2 | $38.00 | $76.00 |
| Scheduling tool subscription (reimbursement) | 1 | $16.00 | $16.00 |
| Subtotal | $944.00 | ||
Payment terms for virtual assistant invoices
Our suggestion: Retainers billed in advance on the 1st, overage billed Net 7.
Sample terms you can paste into the invoice: “Retainer hours must be used within the billing month and do not roll over. Additional hours are billed at $38 per hour in 15-minute increments. Retainers are billed in advance.”
Not sure what Net 15 or 2/10 Net 30 mean? Payment terms explained.
Virtual Assistant invoice FAQ
Should a virtual assistant charge hourly or by retainer?
Hourly billing suits occasional work, while retainers give steady income and priority availability for regular clients. Many VAs start new clients hourly and move them to a monthly package once the workload is predictable.
Do I need to send a time log with my invoice?
Not always, but offering one builds trust, especially for hourly clients. Time-tracking tools can export a summary you attach or share on request.
Are virtual assistants employees or contractors?
Most freelance VAs work as independent contractors and invoice clients, but classification depends on how the work is controlled and local law. If unsure, consult an accountant or employment advisor in your area.