As a virtual assistant you often juggle several clients and billing models at once, so a clean, consistent invoice per client — sent on a regular schedule — is what keeps the admin light and the payments flowing.
Hourly, package or retainer
- Hourly — log time per task and show hours × rate.
- Package — a set number of hours per month at a fixed price.
- Retainer — a recurring monthly fee for ongoing availability, with overage billed separately.
Track time and show the work
Keep a simple log of hours or tasks per client so each invoice reflects what you actually did. Grouping work into a few clear lines (e.g. “Inbox & calendar management”, “Research”) reads better than a long list of tiny entries.
Terms and tax
Invoice on the same day each month, keep terms short (Net 7–14), and bill in your client’s currency where it makes sense. Apply sales tax, VAT or GST only if you’re registered in your country.
Create a VA invoice free
Our free invoice generator handles hourly, package and retainer lines and produces a clean PDF per client — no sign-up.