Virtual Assistant Quote Template
A virtual assistant quote commits to one fixed price for a defined scope: here $1,182.90 for one month of remote admin support for a solo consultant: inbox, calendar, travel booking and CRM upkeep, built from 7 lines. It is valid for 30 days and has a signature block. 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
Quote
Quote for
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
- Quote total
- $1,182.90
Notes
Fixed price for the scope listed. 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. Sign and return to accept.
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Virtual Assistant quote at a glance
| Fixed price | $1,182.90 before tax |
|---|---|
| Scope | One month of remote admin support for a solo consultant: inbox, calendar, travel booking and CRM upkeep |
| Valid until | 30 days after the quote date |
| Payment | Retainer due before the month starts; overage and reimbursements Net 7 |
| Lines quoted | 7 |
What the $1,182.90 virtual assistant quote covers
| Included | Quantity | Price |
|---|---|---|
| Monthly retainer, 20-hour support block (Billed in advance for the coming month) | 1 month | $700.00 |
| Overage hours from last month (Inbox triage and follow-ups beyond the 20-hour block) | 3.5 hr | $133.00 |
| Conference travel research and booking (Flights, hotel and ground transport compared and booked) | 2 hr | $76.00 |
| CRM cleanup and contact import (De-duplicate 600 contacts and tag by lead source) | 4 hr | $152.00 |
| Rush request, same-day slide deck formatting | 1.5 hr | $82.50 |
| Scheduling app seat, client account (Reimbursed at cost, receipt attached) | 1 month | $12.00 |
| Office supplies ordered on client's behalf (Postage and shipping envelopes, reimbursed at cost) | 1 lot | $27.40 |
| Quoted price | $1,182.90 |
Quoting virtual assistant work at a fixed price
A virtual assistant quote should name the hours in each monthly block, the tasks covered, response times, the overage rate and whether unused hours roll over.
The quote turns 11 hours of labour into a fixed $443.50; if the job runs over, the virtual assistant business absorbs the extra time, so quote hours you are confident about.
The biggest single commitment is "Monthly retainer, 20-hour support block" at $700.00 (59% of the price): name the exact model, grade or deliverable so there is no argument about what was promised.
What is fixed in this quote
- Services: Monthly retainer, 20-hour support block, fixed at $700.00.
- Labour: Overage hours from last month, Conference travel research and booking and CRM cleanup and contact import and 1 more, fixed at $443.50.
- Materials: Office supplies ordered on client's behalf, fixed at $27.40.
- Fees: Scheduling app seat, client account, fixed at $12.00.
- Anything outside "One month of remote admin support for a solo consultant: inbox, calendar, travel booking and CRM upkeep" needs a new quote or a signed variation.
The acceptance block
A quote becomes an agreement when the customer accepts it; leave room at the bottom of quote QUO-5663 for:
- The accepted price, $1,182.90, and the quote number
- Customer name (Riley Chen in the sample), signature and date
- When payment is due: Retainer due before the month starts; overage and reimbursements Net 7
- The last day the price holds (30 days after issue in this sample)
Virtual Assistant pricing 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.
Quote or estimate for virtual assistant work?
Virtual assistants rarely need a separate estimate: the scope is usually clear enough to commit to a price such as $1,182.90 up front.
Frequently asked questions
How do I write a virtual assistant quote?
List exactly what is included (7 lines for one month of remote admin support for a solo consultant: inbox, calendar, travel booking and crm upkeep in the sample), give one fixed price ($1,182.90), the validity period and payment terms, and add a signature block for acceptance.
Is a virtual assistant quote binding once accepted?
Generally yes: an accepted quote is a fixed-price offer for the scope it describes, so extra work needs a new quote or a signed variation. Local contract law decides the details.
Should a virtual assistant quote ask for a deposit?
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.