Virtual Assistant Invoice Template
Bill your clients professionally with this free Virtual Assistant invoice template. It comes pre-filled with typical line items — edit them, add your logo and download a PDF in under a minute. Everything runs in your browser, so your client data stays private.
Typical billing: Recurring retainerInvoice a fixed recurring amount in advance and bill extra work separately.
Opens the free generator with these sample items pre-filled.
Free · No sign-up · PDF download
- Invoice #
- INV-0042
- Issue date
- Nov 2, 2026
- Due date
- Nov 16, 2026
| Description | Qty | Rate | Amount |
|---|---|---|---|
| Monthly retainer — 20 hours of support | 1 | $600.00 | $600.00 |
| Additional hours beyond retainer | 4 | $32.00 | $128.00 |
| Inbox & calendar management setup (one-time) | 1 | $150.00 | $150.00 |
What to include on your Virtual Assistant invoice
Every invoice should make it effortless for the client to understand what they are paying for — and to pay it.
- Your business name, logo and contact details
- Client name, company and billing address
- A unique, sequential invoice number
- Issue date and payment due date
- Itemized services or products with quantity, rate and amount
- Subtotal, any discounts, tax and the total due
- Payment terms and accepted payment methods
- Your tax ID or VAT number, if you are registered
Specific to Virtual Assistant invoices
- Retainer period and hours included
- Hours used and overage
- Summary of tasks completed
Virtual Assistant invoicing tips
- Sell hours in monthly blocks paid in advance, and say whether unused hours roll over.
- Bill overage hours at the same or a slightly higher rate, on a separate line.
- Include a short summary of tasks completed — it reminds clients of the value you delivered.
- Track time in 15-minute increments and state that on the invoice.
- If you buy software or services on the client's behalf, invoice them as reimbursable expenses with receipts.
Recommended payment terms
Whatever you choose, agree on the terms before you start, write the exact due date and late-payment policy on the invoice, and send it as soon as the work (or milestone) is delivered.
General information, not legal or tax advice. Invoicing and tax requirements vary by country, state and industry.
Frequently asked questions
Is this Virtual Assistant invoice template free?
Yes. BillKit is free to use with no sign-up. Fill in the template, download it as a PDF and send it to your client. Your data is processed in your browser and never uploaded to our servers.
What should I put on my Virtual Assistant invoice?
At minimum: your details, the client's details, a unique invoice number, issue and due dates, itemized services with rates, the total and your payment terms. For Virtual Assistant invoices it also helps to include: Retainer period and hours included, Hours used and overage, and Summary of tasks completed.
What payment terms are typical for Virtual Assistant invoices?
A common setup is: Retainer due on the 1st of each month. Choose terms that fit the size of the job and your relationship with the client, and always put the exact due date on the invoice.
Should I bill by the hour, per project or per item?
For Virtual Assistant invoices, a recurring retainer is most common. Invoice the fixed amount at the start of each period, state what it covers, and bill extra work as additional lines.
Can I change the currency, add tax or use my own logo?
Yes. The generator supports 150+ currencies, tax/VAT lines, discounts and your own logo. The sample on this page uses USD only as an example.
Ready to send your Virtual Assistant invoice?
Create it in under a minute — free, private, no sign-up.
Create invoice now