Virtual Assistant Invoice Template
A free online virtual assistant invoice template built for how VA work actually gets billed — hourly tasks, a monthly retainer hours block, overage, and any tools you pass through at cost. Fill it in and download a PDF in about a minute, no signup required.
Nora Ellery Virtual Support
Remote · Based in Portland, OR
nora@elleryva.com
Invoice
#INV-0147
Due: July 25, 2026
| Description | Amount |
|---|---|
| Monthly retainer — 40-hour block, July 2026 | $1,050.00 |
| Overage hours beyond retainer cap (6 hrs @ $30/hr) | $180.00 |
| Tool pass-through — Calendly + Canva Pro (client-requested) | $32.00 |
| Subtotal | $1,262.00 |
| Tax (0%) | $0.00 |
| Total due | $1,262.00 |
Fill in your rate and client details, then download a PDF — no signup required to try it.
What to include on a virtual assistant invoice
Virtual assistant work rarely bills as one flat number — it’s usually a mix of retainer hours, occasional overage, and the odd tool subscription the client asked you to keep running on their behalf. A generic invoice leaves that mix invisible. Here’s what a VA invoice needs so a client can see exactly what they paid for without asking:
Your VA business and the client's point of contact
Your name or business, address, and email, plus the specific client contact who assigns your tasks — useful when you support one person inside a larger company that routes payment through a different department.
Retainer package or engagement reference
If you work off a signed agreement or a named hour package ("Package B — 40 hrs/mo"), cite it on the invoice so the client can match what they're paying against what they signed up for.
Billing basis: hourly, retainer block, or both
State plainly whether this invoice covers ad-hoc hourly work, a fixed monthly retainer hours block, or a retainer plus overage — mixing all three into one vague "VA services" line makes it hard for a client to see what they got.
A short task breakdown, not just a total
List the categories of work covered — inbox and calendar management, scheduling, data entry, customer support tickets — so the client sees where their hours went instead of a single unexplained lump sum.
Tool and subscription pass-throughs, itemized separately
If you bill back software the client asked you to use on their behalf — a scheduling tool, a design app, a paid plugin — list it as its own line item at cost, separate from your hourly or retainer fee.
Payment terms, currency, and invoice number
A sequential invoice number, issue date, due date, and stated terms (Net 7 or Net 15 keep cash flow steady for retainer-based VA work), plus the currency you're billing in if your client is overseas.
Sample line items for a virtual assistant invoice
Most VAs juggle more than one billing basis inside a single month — a retainer block for regular work, hourly time for a side project, overage once the retainer cap is used up, and a software cost or two passed straight through. Splitting each onto its own line keeps the invoice honest and easy to check:
| Line item | Basis | Rate | Amount |
|---|---|---|---|
| Ad-hoc admin support — inbox & scheduling | 18 hrs | $28/hr | $504.00 |
| Monthly retainer — 40-hour block (Package B) | 1 month | $1,050/mo | $1,050.00 |
| Overage hours beyond retainer cap | 6 hrs | $30/hr | $180.00 |
| Tool subscriptions pass-through — Calendly, Canva Pro | At cost | — | $42.00 |
| Subtotal | $1,776.00 | ||
| Total due | $1,776.00 | ||
Keeping the retainer block, the overage, and the tool pass-through on separate lines is what lets a client see they went over their hour cap this month — instead of just wondering why the invoice was bigger than usual.
Virtual assistant invoicing tips
Log hours weekly, not from memory
Track time against your retainer cap as you go, so overage isn’t a surprise on invoice day. A quick weekly note of hours used versus hours remaining makes the retainer line and the overage line easy to back up if a client questions either one.
Get pass-through costs approved first
Only bill back a software subscription or paid plugin if the client agreed to it in advance, and list it at cost with no markup on its own line. It keeps your hourly or retainer rate clean and avoids a dispute over a tool cost that shows up unannounced.
State currency and terms for overseas clients
A lot of VA work is cross-border, so name the currency you’re billing in on every invoice. Retainer clients tend to pay fastest on Net 7 or Net 15, and US-based VAs invoicing US clients over $600/year should confirm whether the client needs a W-9 on file.
Virtual assistant invoice template FAQ
What should a virtual assistant invoice include?
Your business details, the client's point of contact, a reference to the retainer package or agreement you're working under, whether you're billing hourly time or a fixed retainer hours block, a short breakdown of task categories, any tool or subscription costs itemized separately, and clear payment terms with a due date and currency.
How do I bill retainer hours versus overage on a VA invoice?
Put the retainer as its own flat-rate line item for the agreed hour block, then add a separate "overage" line only for hours worked beyond that cap, billed at your hourly rate. Keeping the two apart makes it obvious to the client exactly when and why they went over, instead of one confusing total.
Should I pass through software subscription costs on my invoice?
Yes, if the client agreed to it — list each tool or subscription you're billing back (a scheduling app, a paid Canva plan, a CRM seat) as its own line at cost, separate from your hourly or retainer fee. That keeps your service rate clean and makes the pass-through easy for the client to verify.
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Updated July 2026