Free virtual assistant invoice generator
Bill prepaid hour blocks or a monthly retainer, show the hours used and remaining, and pass client subscriptions through at cost.
Build your virtual assistant invoice
Prefilled with a monthly retainer and a prepaid block. Swap in your hours and rates, then download.
| Description | Qty | Rate | Amount |
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What is a virtual assistant invoice?
A virtual assistant invoice does more work than most: it bills the period and it accounts for time. Clients on prepaid blocks want to see hours used, hours remaining and what those hours went to, and the invoice is the natural place for all three.
The two common models are a prepaid block bought in advance and a monthly retainer with a set hour allowance. Both benefit from a short activity summary — inbox, calendar, travel, research, CRM — because remote work is invisible by nature.
VAs also spend client money: subscriptions, courier fees, ad accounts, software renewals. Those pass through at cost as their own lines, never blended into the hourly rate.
What to include
Everything below is already in the generator above — this is what each part is for.
Billing period or block
The month covered, or the prepaid block being invoiced or drawn down.
Hours used and remaining
Time consumed this period against the block or retainer allowance.
Activity summary
The categories of work performed, so the client can see where hours went.
Rate or retainer fee
Your hourly rate, or the monthly retainer with its included hours.
Overflow hours
Time beyond the allowance, at the rate agreed for overflow.
Reimbursable costs
Subscriptions, courier and purchases made on the client's behalf, at cost.
Three steps to a finished PDF
Set the period or block
Client, month covered, and whether this is a retainer or a prepaid block.
Bill hours and reimbursables
Retainer or hours used, overflow at the agreed rate, then costs at cost.
Download and send
Send the PDF at the end of the period, or in advance for prepaid blocks.
Blocks, retainers and getting paid up front
Sell prepaid blocks and invoice in advance
Prepaid hour blocks solve the two hardest problems in VA work at once: cash flow and commitment. The client pays for 20 or 40 hours before you start, the block is drawn down as you work, and you invoice for the next block when the balance runs low. No chasing, no awkward month-end conversation.
Show hours used and remaining
- Track time by category and summarise the categories, not every task.
- State the block balance after this invoice so the client can plan.
- Set an expiry on unused hours — commonly 60 or 90 days — and state it in the terms.
Pass client spending through at cost
When you buy a subscription, courier a document or top up an ad account for a client, list it at cost on its own line with the receipt available. Reimbursables inside an hourly rate distort your effective rate and eventually cost you money you never notice losing. Some VAs add a small handling fee on purchases — reasonable, as long as it is disclosed.
Three mistakes that delay payment
Invoicing in arrears
Prepaid blocks remove almost all collection risk. Bill before the work.
No hours summary
Remote work is invisible. Show categories so the value is legible.
Client purchases inside your rate
Reimbursables absorbed into hourly billing quietly cut your real rate.