Free Invoice Template for Virtual Assistants

VA invoices need to clearly communicate what tasks were completed and how time was spent, especially for hourly billing. Include:

• Billing period — the dates covered (e.g., "May 2025")
• Service description — e.g., "Administrative support", "Email management and calendar scheduling", "Research and data entry"
• Hours worked or tasks completed — broken down by task category for hourly billing
• Hourly rate or retainer fee
• Any software or subscription costs passed through to the client
• Currency — important for international clients; state the invoiced currency clearly
• Payment method details — bank transfer, PayPal, Wise, or other

Hourly billing: The most common starting model. Track time accurately using a time tracker (Toggl, Clockify) and include a task summary: "Email management — 4.5h", "CRM data entry — 3h", "Research — 2.5h". Invoice weekly or monthly.

Monthly retainer (block hours): Client purchases a set number of hours per month — e.g., 20h/month retainer at a discounted hourly rate. Invoice at the start of each month before work begins. State whether unused hours roll over or expire.

Task packages: Fixed price for a defined deliverable — e.g., "Email inbox management and daily summary — £300/month". Good for clients who prefer predictability. Define scope clearly to avoid delivering unlimited work for a fixed fee.

Project-based: One-off projects with a defined deliverable — e.g., "CRM migration and data clean — £450". Invoice 50% upfront, balance on completion.

For hourly or retainer billing, include a clear time breakdown with your invoice:

• Group time by task category: admin, research, communications, scheduling, content
• List total hours per category and a grand total — this helps clients see where their hours are going
• For retainer clients: show hours used vs hours remaining in the retainer: "20h retainer — 18.5h used — 1.5h carried forward" (if your policy allows rollover)
• For new clients: attach the time log for the first few months until trust is established; regular clients usually only need the summary

Transparency about hours builds trust and dramatically reduces payment disputes.

VA services are taxable self-employment income:

• UK VAs: Register for VAT at £90,000 turnover. Standard rate (20%) applies. Most VAs operate below this threshold. For clients in other countries, check B2B reverse charge rules if you become VAT registered.
• EU VAs: Standard VAT rates apply. B2B services to clients in other EU countries — reverse charge applies, include both VAT numbers.
• US VAs: VA services are generally not subject to sales tax. Work as a sole trader or LLC and report income on your tax return. Self-employment tax (15.3%) applies to net earnings.
• Deductible expenses: Home office costs, internet, software subscriptions, equipment, training, and professional development are all potentially deductible.