Example virtual assistant invoice
Here is what a typical virtual assistant invoice built with this template looks like. It bills 4 line items, from “Retainer – 20 hours/month” to “Additional hours beyond retainer”, for a subtotal of $744.00 before tax. Swap in your own rates; the amounts recalculate automatically.
| Description | Qty | Rate | Amount |
|---|---|---|---|
| Retainer – 20 hours/month | 1 | $600.00 | $600.00 |
| Additional hours beyond retainer | 4.5 | $32.00 | $144.00 |
| Inbox & calendar management | 1 | $0.00 | $0.00 |
| Travel booking & research | 1 | $0.00 | $0.00 |
| Subtotal | $744.00 | ||
Suggested note for the client: Hours log attached. Unused retainer hours do not roll over. Payment due within 7 days via PayPal or Wise.
What to include on a virtual assistant invoice
- Billing period
- Retainer package and hours included
- Additional hours at the hourly rate
- Summary of tasks completed
- Software or tool costs paid on the client's behalf
- Payment platform details
Virtual Assistant invoicing tips
- Sell hour packages paid in advance rather than billing hours after the fact.
- Attach a time log from your tracking tool.
- Define whether unused hours roll over, and put it in the notes.
- Use Wise or PayPal for international clients and include fees in your rate.
How to use this template
- Replace the sample line items with the work you actually did. The example items show typical virtual assistant charges and rates – adjust them to your prices.
- Add your business and client details, set the invoice number and due date, and add tax if you are registered to collect it.
- Download the PDF and email it to your client. Your edits are saved in this browser, so next month you only need to change the dates and items.
Need to quote the job first? Use the quote generator. Getting paid late? Work out interest with the late fee calculator, or browse all 50 invoice templates.
Frequently asked questions
How much do virtual assistants charge?
Rates range from about $15 to $60+ per hour depending on skills and location; specialized executive or technical VAs charge more.
Should VA invoices be paid in advance?
Retainers are usually paid in advance for the coming month; extra hours are billed in arrears.
Is this virtual assistant invoice template free?
Yes. Edit every field, download as many PDFs as you like and print them. There is no sign-up, no watermark and nothing is uploaded to our servers.
How do I save the invoice as a PDF?
Click "Download PDF / Print" and choose "Save as PDF" as the destination in the print dialog. It works on desktop and mobile browsers.