A free, editable invoice template built for freelance virtual assistants — with the line items and billing conventions your clients expect. Load the example, make it yours, download the PDF.
A VA invoice answers one question above all: where did the hours go? Package-based billing with an attached time summary turns that from an interrogation into a formality — and it's the difference between clients who renew and clients who audit.
VAs also routinely purchase on the client's behalf — subscriptions, booking fees, supplies. Those pass-throughs belong on the invoice as separate reimbursable lines with receipts, never mixed into service hours.
New here? Start from realistic virtual assistant line items.
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Virtual assistants sell blocks of hours (10/20/40 per month) invoiced in advance, with overage hours beyond the block billed at a stated — often slightly higher — rate. Unused hours typically don't roll over, or roll over one month at most; the invoice notes whichever rule applies.
| Description | Qty | Rate | Amount |
|---|---|---|---|
| Support package — 20 hours (May) | 1 | 700.00 | 700.00 |
| Overage hours beyond package — 3.5 hrs @ $40 | 3.5 | 40.00 | 140.00 |
| Reimbursable: scheduling software subscription (receipt attached) | 1 | 12.00 | 12.00 |
Example figures for illustration — replace with your own scope and rates.
Leaking the minutes. The 'quick favour' texts between scheduled blocks — ten minutes here, a booking there — quietly add up to unpaid workdays each month. VAs who track everything and bill overage honestly aren't being petty; they're being a business. The overage line on the invoice is what teaches clients the boundary.
Not sure your underlying rate is right? Run the numbers in the freelance virtual assistant rate calculator — typical rates for virtual assistants run $25–$60/hour. And if an invoice goes quiet, use our late-payment email templates to chase it politely.