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Invoice Generator for Virtual Assistants
VA invoices work best as hours plus a task summary — clients pay for visibility into what was actually done.
How virtual assistants should structure their invoices
- Attach a task log or summary; hours alone invite suspicion, hours plus output invite renewal.
- Retainers should state the rollover policy (use-it-or-lose-it vs. 25% rollover).
- Separate project work from the retainer to avoid it being absorbed into monthly hours.
The invoice above already contains the line items most virtual assistants bill for. Adjust the rates to your own, delete what does not apply, and add anything specific to your engagement.
What a virtual assistant invoice must include
- A unique, sequential invoice number — never reuse or skip numbers.
- Your business name and address, plus your tax or registration number if you have one.
- The client's name and address, and a purchase order reference if they use one.
- Each service on its own line with quantity and rate, so the total is auditable.
- Tax shown separately with the rate, and the total clearly stated.
- Payment terms and the due date — not only in your contract.
Virtual Assistants invoicing questions
Should I bill in 15-minute increments?
Yes, rounded up, with a stated minimum block (e.g. 30 min). It prevents death by a thousand tiny tasks.
How do I raise my rate?
New clients at the new rate, existing clients with 60 days notice on the next invoice cycle. Never mid-cycle.
What about software costs?
Pass through at cost or bill a flat tooling fee. Do not absorb subscriptions into your hourly rate.