Free Invoice Template for Virtual Assistants
VA invoices need to reflect the breadth of tasks completed across the month — email management, scheduling, research, and ad-hoc requests. This template is pre-filled with VA-style line items so you can quickly bill clients with a professional PDF.
Create Virtual Assistant InvoiceCommon Line Items for Virtual Assistants
| Description | Qty | Unit | Rate |
|---|---|---|---|
| Inbox & calendar management (October) | 30 | hours | $35 |
| Research & report compilation | 8 | hours | $35 |
| Travel booking & expense reporting | 1 | package | $75 |
Typical Payment Terms
Most VAs invoice monthly in arrears with Net 7 or Net 14 terms. Retainer-based clients are usually billed in advance.
Tax Notes
Most administrative services are exempt from sales tax in the US. UK/EU VAs must register for VAT once over the threshold.
Invoicing FAQ for Virtual Assistants
Should I track every task?+
Yes — use a time tracker like Toggl. Clients pay faster when they can see exactly what they got.
Can I bill for tools and software?+
Yes, pass through subscription costs as separate line items with the original receipts available.
Should I require a retainer?+
For long-term clients, yes — monthly retainers create predictable income and lower churn.
Templates for Other Professions
Ready to invoice as a Virtual Assistant?
Pre-filled and ready in 60 seconds. Free, no sign up.
Use this template