The sample shows a 20-hour monthly retainer, extra hours beyond the block, a one-off project setting up a CRM and a software subscription paid on the client's behalf. Edit the categories to fit your services, and attach or link your time report for transparency. Many VAs bill retainers in advance and overages in arrears, which keeps your capacity reserved and your income steady.
Invoicing tips for virtual assistants
- Bill retainers in advance and extra hours in arrears, and state whether unused hours roll over.
- Group time entries by task category so the client can see value at a glance, and attach the detailed time report.
- Invoice software or subscriptions you pay on the client's behalf as reimbursable expenses, or ask the client to pay vendors directly.
- Use a higher rate for specialized tasks such as bookkeeping, design or tech setup than for general admin.
Typical line items
- Monthly retainer: 20 hours (inbox, calendar, admin)
- Additional hours beyond retainer
- CRM setup and contact import (project)
- Scheduling software subscription (reimbursable)
Rates shown are examples only — edit them to match your pricing.
FAQ
How do virtual assistants usually bill?
Most VAs either bill hourly from a time tracker or sell monthly retainer packages, such as 10, 20 or 40 hours. Retainers give the VA predictable income and the client priority access. Project fees work well for defined jobs like setting up a CRM or migrating files. Many VAs combine retainers with hourly overages.
Do unused retainer hours roll over?
That's up to your agreement. Some VAs allow a limited rollover, such as up to five hours into the next month, while others treat retainer hours as use-it-or-lose-it because the time was reserved. State the policy in your contract and repeat it on each retainer invoice to avoid end-of-month disputes.
Should I send a timesheet with my invoice?
For hourly work it's a good idea. A summary by task on the invoice plus a linked or attached detailed report from your time tracker builds trust and answers questions before they are asked. Retainer clients usually only need a summary showing hours used against the block, unless they request more detail.
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