Free Invoice Template for Virtual Assistants
Retainer hours, overflow time and one-off projects each need their own line. Invoice your VA work so clients see exactly where their hours went — and buy more of them.
Document type
From (you)
Bill to (client)
Invoice details
Line items
$700.00
$168.00
$180.00
Tax, discount & notes
Payment follow-up
Copy a ready-to-send reminder using this invoice's client, balance and due date.
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Logo
Live preview
Your business name
Invoice
INV-202608-001
Billed to
Client name
Issue dateAug 10, 2026
Due dateAug 24, 2026
CurrencyUSD
| Description | Qty | Rate | Amount |
|---|---|---|---|
| Monthly retainer — 20 hours | 1 | $700.00 | $700.00 |
| Additional hours beyond retainer | 4 | $42.00 | $168.00 |
| One-off project — CRM data cleanup | 1 | $180.00 | $180.00 |
Payment terms
Payment due within 14 days
Billing tips for virtual assistants
- Invoice retainers at the start of the month, not the end — you're reserving capacity, not selling leftovers.
- Attach or link a time log summary with each invoice; clients who see the breakdown rarely question the total.
- Spell out your rollover policy in the notes (e.g. unused hours expire after 30 days) so retainers don't turn into hour banks.
Virtual assistant invoicing FAQ
What should a virtual assistant invoice include?
A virtual assistant invoice commonly includes your business and client details, an invoice number, issue and due dates, itemized services, applicable tax or discounts, the amount due and agreed payment terms. This template provides fields for those basics, but local and client-specific requirements can vary.
Can I change the sample line items in the virtual assistant template?
Yes. The pre-filled line items are editable starter examples for virtual assistants. Change the descriptions, quantities and rates, add or remove rows, and the totals recalculate automatically.
When should virtual assistants send an invoice — before or after the work?
It depends on the agreement. You can invoice on delivery, at agreed milestones or on a recurring schedule. For a larger or new-client project, a deposit and balance schedule can be agreed in writing before work starts.
Do virtual assistants need to charge tax on invoices?
That depends on where you are registered, what you sell and the rules that apply to you. If tax applies, enter the appropriate rate so it appears separately in the totals. If you are unsure, check official local guidance or ask a qualified adviser; the template supports both taxed and tax-free invoices.
What can I do if a client doesn't pay my virtual assistant invoice on time?
Start with a polite reminder that includes the invoice and asks when payment is expected. If it remains unpaid, follow the escalation steps, late-fee terms and remedies already agreed in your contract, while checking any rules that apply in your location.