Virtual Assistant Invoice Example
An hourly invoice for admin support across a two-week period.
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| Description | Qty | Rate | Amount |
|---|---|---|---|
| Inbox management and triage | 18 | $32.00 | $576.00 |
| Calendar and travel coordination | 11 | $32.00 | $352.00 |
| CRM data entry and cleanup | 9 | $30.00 | $270.00 |
| Weekly report preparation | 4 | $35.00 | $140.00 |
Hours logged against the shared timesheet. Invoiced every two weeks. Payment due within 7 days.
A virtual assistant invoice bills for administrative support: inbox and calendar management, data entry, research and coordination. Most VAs bill by the hour against a logged timesheet, often every two weeks. The invoice should make it easy for the client to match the hours to the work.
What a virtual assistant invoice should include
- Your name or business name and contact details
- The client and the period covered
- Line items grouped by task type, with hours and rate
- A reference to the shared timesheet or log
- Invoice number, issue and due dates
- Payment method and terms
How to itemise the work
Group hours by the kind of work rather than listing every task. Inbox management, calendar and travel, and CRM cleanup as three lines is clearer than fifty tiny entries. Keep the rate on each line, and point to the timesheet so the client can check the detail if they want it.
Typical rates by region
| Region | Typical billing |
|---|---|
| United States | $25 to $50 per hour |
| United Kingdom | £18 to £40 per hour |
| Eurozone | €20 to €45 per hour |
| Canada | C$25 to C$45 per hour |
| Australia | A$30 to A$55 per hour |
Indicative ranges for guidance. Your rate depends on experience, location and the job.
Tax and compliance
VA work is a service. Registered assistants in the UK and EU charge VAT once over the threshold. In the US, administrative services are not usually subject to sales tax, but as always the rule is set by your state.
Payment terms
Short terms suit VA work: net 7 or payment on receipt, invoiced every one or two weeks. Keeping the billing cycle tight helps cash flow when the amounts are modest. Payment by bank transfer or an instant service keeps fees low.
Frequently asked questions
How often should a virtual assistant invoice?+
Every one or two weeks works well. Short cycles keep the amounts small and predictable for the client and steady for you. Tie each invoice to a timesheet the client can see, and payment tends to arrive faster.
Should I offer a retainer or bill hourly?+
A retainer of a set number of hours per month gives you predictable income and the client priority on your time. Hourly suits clients whose needs change week to week. Some VAs combine the two: a base retainer plus an hourly rate for anything over the included hours.
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Use this exampleLast reviewed June 2026
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| Description | Qty | Rate | Amount |
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| Discovery workshops and stakeholder interviews | 4 | 1.100,00 € | 4.400,00 € |
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| Description | Qty | Rate | Amount |
|---|---|---|---|
| Monthly bookkeeping and reconciliation | 1 | £240.00 | £240.00 |
| Payroll, up to 5 employees | 1 | £95.00 | £95.00 |
| VAT return preparation and filing | 1 | £130.00 | £130.00 |
| Year-end accounts and corporation tax | 1 | £680.00 | £680.00 |