Virtual Assistant invoice template
Virtual Assistant invoice template is used by virtual assistants and VA businesses to bill clients for administrative, creative, or specialized support—often by the hour or in retainer packages. Invoices should list tasks or time blocks, hourly or package rate, and payment terms. Clear descriptions support remote clients who need to approve and reconcile VA spend.
Virtual Assistant invoice template Sample
Virtual Assistant invoice template
123 Business Street, City, Country
Phone: (123) 456-7890
Email: contact@company.com
Virtual Assistant invoice template
Bill To:
Client Name
Client Address
Client City, Country
Phone: (987) 654-3210
Email: client@example.com
Invoice #: 12345
Date: 2024-10-10
Due Date: 2024-11-10
| Item | Description | Qty | Price | Total |
|---|---|---|---|---|
| Service A | Itemized service or product | 1 | $100.00 | $100.00 |
| Service B | Additional line item | 2 | $50.00 | $100.00 |
| Subtotal | $200.00 | |||
| Tax (10%) | $20.00 | |||
| Total Due | $220.00 | |||
An invoice should include your business or name, the customer’s details, the date and invoice number, and a line-by-line breakdown of what was provided. Including payment terms—such as due on receipt, Net 15, or Net 30—helps you get paid on time and keeps records clear for taxes.
Supporting resources
| Resource | Type | Description |
|---|---|---|
| Operations Army VA hourly rates | Benchmark | US/Canada: general admin $25–$40, executive VA $40–$75, specialists $60–$100+; Philippines/SE Asia $5–$18; Latin America $10–$35; Eastern Europe/India $8–$35 by role. |
| Upwork virtual assistant cost | Benchmark | Platform rates often $10–$20/hr for VAs; reflects global marketplace; specialized or US-based VAs typically higher. |
| Apploye VA rates 2026 | Industry guide | Pricing by service type (admin, marketing, executive, specialized); experience and tools affect rates. |
| Invoice checklist | Checklist | Client and VA details, invoice number and period, task descriptions or time log summary, hourly or retainer rate, total, payment terms (Net 15/30, due on receipt), payment method. |
Frequently Asked Questions
- What should a virtual assistant invoice include?
- Your name/business and client name, invoice number and date or billing period, itemized tasks or hours (e.g., 'Email management, 5 hrs'), rate per hour or retainer amount, total due, payment terms, and how to pay (e.g., ACH, PayPal, Stripe).
- How do VAs typically charge—hourly or retainer?
- Both. Hourly is common for variable work; retainer (e.g., 10 hours/month at a set rate) gives the client predictability and the VA steady income. Some VAs offer task-based or per-project pricing for defined deliverables.
- Do virtual assistants need to track time on the invoice?
- It depends on the agreement. Many clients expect a summary of hours or tasks (e.g., 'Admin support, 12.5 hrs'). Detailed time logs can be attached or provided separately; the invoice itself should at least show the breakdown that supports the total.