Virtual assistant invoice

Preparation guide

Separate advisory time from final outputs so additional meetings or a broader report can be identified.

Deliverables and line items

Business calendar management, Inbox organization, Meeting minutes preparation: record the quantities actually supplied and the service period.

Assignment and inputs

Identify the subject, source versions, and the inputs the client will supply with their due dates.

Time and completion basis

State the hourly or fixed-fee basis, meeting allowance, output format and review rounds.

Scope to agree

Separate the service period and time allowance for calendar management, inbox work and meeting minutes.

• Check whether meeting preparation and follow-up revisions are included in the fee.
• Name the person who can approve additional research or a change in scope.
• Match completed work to the order or approval record, and confirm the payment due date and amounts already received.

1. Confirm scope and quantities

   Example: reconcile the approval and work record for "Business calendar management" to establish the quantity for this invoice.

2. Record delivery and acceptance

   Check completion for every line, including "Meeting minutes preparation". Hand over the final report or activity record with the versions of the inputs reviewed.

3. Send the billing record

   Send the final charges, delivery reference and due date to the customer, then reconcile payment against the invoice number.

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