Virtual assistant invoice template
An invoice for ongoing assistant work: the period’s hours grouped by kind of task, and a subscription passed on at cost. Fill in your own and save it as a PDF.
Opens in the free invoice generator. No account, and nothing you type is sent anywhere.
What to put on it
- The period covered
- Weekly or twice-monthly invoices look alike. The dates in each line, or a note such as “Week of Nov 2”, tell them apart.
- Tasks grouped by kind
- Thirty small tasks become four or five lines: inbox and calendar, travel, research, social. The client sees where the time went.
- Anything bought on the client’s behalf
- Subscriptions and purchases you paid for go on their own lines at cost.
- Hours left on a package
- If the client bought a block of hours, a note with hours used and hours remaining saves a conversation.
Hourly or a monthly package
Assistants bill by the hour or sell a block of hours each month. A block is a flat-fee line that names the month and the hours included. Time beyond the block goes on hourly lines at your overage rate.
Short terms, frequent invoices
Ongoing work is usually billed every week or two with short terms, so the amount owed never grows large. Sending on the same day each period helps clients build paying you into their routine.
Questions
More on writing invoices in the guides.
How should a virtual assistant bill clients?
Most bill hourly on a weekly or twice-monthly cycle, or sell a monthly block of hours paid up front. Either way, the invoice groups the period’s tasks into a few clear lines with hours for each.
How do I invoice a block of prepaid hours?
As one flat-fee line: “20 hours of assistant support, November”. If the client goes over, add hourly lines for the extra time at your overage rate.
Do I list every small task on the invoice?
No. Group them by kind and give each group its hours. Keep the detailed log in case the client asks for it.
Related templates
Beyond a template
Have the lines written from your notes.
A template still leaves the writing to you. With a free Sandglass account you paste the notes you kept, a time-tracker export or a git log, enter your hours and rate, and it drafts the dated lines. Then it emails the invoice and tracks whether it was paid.