Virtual Assistant Invoice Template
A virtual assistant invoice bills hr, lists services, labour and materials on separate lines and states the terms (Retainer due before the month starts; overage and reimbursements Net 7). This template is pre-filled for one month of remote admin support for a solo consultant: inbox, calendar, travel booking and CRM upkeep: 7 lines totalling $1,182.90 before tax. Edit it and download the PDF.
Pre-filled for a virtual assistant: one month of remote admin support for a solo consultant: inbox, calendar, travel booking and crm upkeep. Example prices: replace them with your own.
From
Cedar Hill Virtual Assistant
741 Market Street
Georgetown, TX 78626
billing@example.com
(503) 555-0141
Invoice
Bill to
Riley Chen
14 Elm Street
Springfield, IL 62704
client@example.com
| Description | Qty | Rate | Amount |
|---|---|---|---|
| Monthly retainer, 20-hour support blockBilled in advance for the coming month | 1 month | $700.00 | $700.00 |
| Overage hours from last monthInbox triage and follow-ups beyond the 20-hour block | 3.5 hr | $38.00 | $133.00 |
| Conference travel research and bookingFlights, hotel and ground transport compared and booked | 2 hr | $38.00 | $76.00 |
| CRM cleanup and contact importDe-duplicate 600 contacts and tag by lead source | 4 hr | $38.00 | $152.00 |
| Rush request, same-day slide deck formatting | 1.5 hr | $55.00 | $82.50 |
| Scheduling app seat, client accountReimbursed at cost, receipt attached | 1 month | $12.00 | $12.00 |
| Office supplies ordered on client's behalfPostage and shipping envelopes, reimbursed at cost | 1 lot | $27.40 | $27.40 |
- Subtotal
- $1,182.90
- Balance due
- $1,182.90
Notes
Thank you for choosing Cedar Hill Virtual Assistant. Terms: Retainer due before the month starts; overage and reimbursements Net 7.
Payment details
Bank transfer or card. Please quote the invoice number.
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Virtual Assistant invoice at a glance
| Typical job | One month of remote admin support for a solo consultant: inbox, calendar, travel booking and CRM upkeep |
|---|---|
| Main billing unit | hr |
| Usual payment terms | Retainer due before the month starts; overage and reimbursements Net 7 |
| Deposit practice | The monthly retainer is the deposit: it is paid before the hours are worked, and the agreement says whether unused hours roll over or expire. |
| Sample lines | 7 lines, $1,182.90 before tax |
| Largest line | Monthly retainer, 20-hour support block: $700.00 (59%) |
| Labour hours billed | 11 h, $443.50 |
| Trade-specific fields | Retainer period, Hours in block, Hours used, Hours carried over, Client time zone |
Sample virtual assistant invoice line items
One month of remote admin support for a solo consultant: inbox, calendar, travel booking and CRM upkeep: 7 lines adding up to $1,182.90, split into services $700.00 (59%), labour $443.50 (37%) and materials $27.40 (2%).
| Item | Qty | Rate | Amount |
|---|---|---|---|
| Monthly retainer, 20-hour support block (Billed in advance for the coming month) | 1 month | $700.00 | $700.00 |
| Overage hours from last month (Inbox triage and follow-ups beyond the 20-hour block) | 3.5 hr | $38.00 | $133.00 |
| Conference travel research and booking (Flights, hotel and ground transport compared and booked) | 2 hr | $38.00 | $76.00 |
| CRM cleanup and contact import (De-duplicate 600 contacts and tag by lead source) | 4 hr | $38.00 | $152.00 |
| Rush request, same-day slide deck formatting | 1.5 hr | $55.00 | $82.50 |
| Scheduling app seat, client account (Reimbursed at cost, receipt attached) | 1 month | $12.00 | $12.00 |
| Office supplies ordered on client's behalf (Postage and shipping envelopes, reimbursed at cost) | 1 lot | $27.40 | $27.40 |
| Subtotal | $1,182.90 | ||
| Total before tax | $1,182.90 |
What a virtual assistant invoice should include
- Your virtual assistant business name, address, phone and email, plus a tax ID if you are registered
- The customer's name and billing address (Riley Chen in the sample)
- A unique invoice number (INV-4051) and the issue date
- Payment terms and a due date: Retainer due before the month starts; overage and reimbursements Net 7
- Retainer period: for example 24 November 2026
- Hours in block: for example 4 hours
- Hours used: for example 9 hours
- Hours carried over: for example 8 hours
- Line items in hr or per item, each with quantity, rate and amount
- How to pay you: bank details, card link or cheque payee
How virtual assistants bill
Usually sells a monthly block of prepaid hours on retainer, tracks time by task, and bills hours used beyond the block at the hourly rate in arrears.
Virtual assistants commonly use "Retainer due before the month starts; overage and reimbursements Net 7", so payment is due 7 days after the invoice date. The monthly retainer is the deposit: it is paid before the hours are worked, and the agreement says whether unused hours roll over or expire.
U.S. Bureau of Labor Statistics, Occupational Employment and Wage Statistics, May 2024: median hourly wage of Secretaries and Administrative Assistants, Except Legal, Medical, and Executive $22.26 (employees, not contractor rates). The sample's $38.00 per hour for "Overage hours from last month" is 1.7 times that employee figure; a business rate also has to cover insurance, tools, travel, unbilled admin time and profit.
Virtual Assistant invoicing tips
- Show the retainer block, the hours actually used and the hours rolled over or forfeited on every invoice, so the client never has to ask how much of the prepaid time is left.
- Group logged time by task category, such as email, calendar, travel or bookkeeping support, rather than one line of hours; a client deciding whether to keep you on sees where the time went.
- Bill software seats, postage and purchases you made on the client's behalf as reimbursements at cost with the receipt attached, so they do not look like extra hours or a hidden markup.
- Price rush or out-of-hours requests at their own rate with the request date, because a 9 pm deck fix billed at the normal rate trains clients to send every request late.
Virtual Assistant billing disputes to head off
- Clients often assume the retainer covers unlimited small favors. Listing the overage hours separately with dates and tasks shows exactly where the block ran out.
- Unused hours that expire under the agreement can feel like lost money to a client; stating the forfeited hours on the invoice the month it happens avoids a surprise at renewal.
Work a virtual assistant can bill for
Core tasks of Secretaries and Administrative Assistants, Except Legal, Medical, and Executive (O*NET 43-6014.00, O*NET 29.x task statements, CC BY 4.0). Each can become a line on the invoice.
- Answer telephones and give information to callers, take messages, or transfer calls to appropriate individuals.
- Greet visitors or callers and handle their inquiries or direct them to the appropriate persons according to their needs.
- Locate and attach appropriate files to incoming correspondence requiring replies.
- Open, read, route, and distribute incoming mail or other materials and answer routine letters.
- Complete forms in accordance with company procedures.
- Make copies of correspondence or other printed material.
How to make a virtual assistant invoice
-
Add both parties
Enter Cedar Hill Virtual Assistant (your business) and the customer, Riley Chen, then retainer period.
-
Number and terms
Give it a unique number such as INV-4051 and set the terms to Retainer due before the month starts; overage and reimbursements Net 7.
-
List the work
One line per item: the sample runs from "Monthly retainer, 20-hour support block" (1 month) to "Office supplies ordered on client's behalf" (1 lot).
-
Check the total
The 7 lines come to $1,182.90; add sales tax only if your state taxes virtual assistant work.
-
Download and send
Download the PDF or print it, then keep a copy with the virtual assistant work records.
Frequently asked questions
How do I make a virtual assistant invoice?
Add your virtual assistant business details, the customer, retainer period, hours in block, hours used and hours carried over, then one line per item with quantity and rate. The template above is pre-filled with 7 lines for one month of remote admin support for a solo consultant: inbox, calendar, travel booking and CRM upkeep totalling $1,182.90; change the prices and download the PDF.
How do virtual assistants charge?
Mostly hr. Usually sells a monthly block of prepaid hours on retainer, tracks time by task, and bills hours used beyond the block at the hourly rate in arrears.
When should a virtual assistant invoice be paid?
Retainer due before the month starts; overage and reimbursements Net 7 is the usual arrangement. The monthly retainer is the deposit: it is paid before the hours are worked, and the agreement says whether unused hours roll over or expire. Put the terms and the due date on the invoice so there is no doubt.
How much do virtual assistants earn per hour?
U.S. Bureau of Labor Statistics, Occupational Employment and Wage Statistics, May 2024: median hourly wage of Secretaries and Administrative Assistants, Except Legal, Medical, and Executive $22.26 (employees, not contractor rates). Self-employed rates are usually higher because they cover overhead and unbilled time.