Virtual Assistant Invoice Template
Organize your remote support business with our specialized virtual assistant invoice templates. Designed for VAs, administrative freelancers, and online business managers, our templates help you track hours, manage retainers, and bill for project work professionally. Get started for free.
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Choosing the Right VA Billing Model
Virtual assistants often scale their business by choosing the right way to charge:
1. Hourly Billing
The most flexible option for new clients. Use a time-tracking tool to provide detailed reports of how every minute was spent. This builds trust and transparency.
2. Retainer Packages
Clients prepay for a set number of hours per month (e.g., 20 hours/month). This provides the VA with predictable income and ensures the client has dedicated support.
3. Project-Based Fees
Charging a flat fee for specific, repeatable tasks like 'Sitemap Audit' or 'Social Media Setup'. This allows you to earn more as you become more efficient at the task.
What to Include in Your VA Invoice
To ensure prompt payment and professional client management, include these details:
Detailed Task Breakdown
Instead of 'Admin Work', specify 'Customer Support Emails', 'Calendar Management', or 'File Organization'. This helps clients see the tangible value you provide.
Usage Reporting
If you work on a retainer, use your invoice to show how many hours were used and how many are remaining. This prompts the client to consider if they need to purchase more hours.
Time Logs
Attaching a CSV or PDF of your detailed time log (from tools like Toggl or Clockify) to your invoice can significantly reduce payment delays due to questioning of hours.