Free invoice template
Virtual assistant invoice template
A VA invoice earns trust with one attachment: the timesheet. The sample bills the retainer, lists pre-approved overtime as its own line, and points at the shared hours log so "what did I pay for" never needs asking.
Opens in the free editor with the sample below pre-filled — swap the numbers for yours.
What belongs on a virtual assistant invoice
A standing "timesheet link included" line means the client can audit any month without asking — which is precisely why they won't feel the need to.
Extra hours appear as their own line with the approval noted. Unapproved overtime billed after the fact is the fastest way to lose a retainer.
"Unused hours roll over one month" on the invoice keeps the policy where the client re-reads it, not buried in an onboarding email.
The preview uses the Classic layout — you can switch between all three templates in the editor without losing a word.
Quoting the job before it’s won? There’s a virtual assistant quote template too — your client accepts it online, and one click turns it into this invoice.
Virtual assistant invoicing questions
Do VAs invoice before or after the month?
Before — a retainer reserves your hours. Billing after turns you into a creditor for work already done, with none of a retainer's stability.
Hourly detail or a single line?
A single retainer line plus the shared timesheet. Putting 40 task rows on the invoice itself makes a $700 document read like a $7,000 one.