Virtual assistant invoice
Invoice template for virtual assistants: business calendar management, inbox organization and meeting minutes preparation. Download it as Excel or Word.
Templates by industry
- Business calendar management
- Inbox organization
- Meeting minutes preparation
Preparation guide
Example workflow
Confirm scope and quantities
Example: reconcile the approval and work record for "Business calendar management" to establish the quantity for this invoice.
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.
Send the billing record
Send the final charges, delivery reference and due date to the customer, then reconcile payment against the invoice number.
Remote assistants are usually paid for a block of hours each month, and clients often want to know what those hours went on. This invoice splits the month into three recurring kinds of support, so the client sees how much time went on the calendar, the inbox and minute-taking. It fits a retainer with a fixed allowance as well as plain hourly billing at the end of each month.
Fields to prepare
- Deliverables and line items
- Business calendar management, Inbox organization, Meeting minutes preparation: record the quantities actually supplied and the service period.
- Business calendar management
- Bill the hours logged for scheduling, rescheduling and travel booking, and name whose calendars you managed if you work for more than one person at the client.
- Inbox organization
- Charge by time rather than by number of emails; a short description such as daily triage of two inboxes tells the client what the hours bought.
- Meeting minutes preparation
- Use one line per meeting, or one line with the meeting dates in the description, and say whether the list of agreed follow-up tasks was part of the job.
- 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.
Before sending
- Does “Business calendar management” show the quantity actually supplied, not the quantity first quoted?
- Is “Inbox organization” charged at the rate the customer agreed to, with any change approved?
- Is “Meeting minutes preparation” finished and accepted, or does it belong on a later invoice?
Show 3 more
- 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.
Worked example with sample figures
The figures below are invented to show how the template adds up: 3 lines in USD, with an example tax rate of 8%.
| Item | Quantity × unit price | Amount |
|---|---|---|
| Business calendar management | 12 × $2,400.00 | $28,800.00 |
| Inbox organization | 3 × $750.00 | $2,250.00 |
| Meeting minutes preparation | 1 × $300.00 | $300.00 |
| Subtotal | $31,350.00 | |
| Sales tax (8%) | $2,508.00 | |
| Total | $33,858.00 | |
Net amount $31,350.00, sales tax $2,508.00, total payable $33,858.00.
What the document must show
The details an invoice has to show, and why each one matters, are set out in the guide below.
The sales tax depends on where the work is supplied, so set the rate that applies to your customer before sending.
Official rate reference: US government: state and local taxes
Full requirements: How to write an invoice: a step-by-step example
Frequently asked questions
How do I bill hours beyond my monthly allowance?
Keep the hours included in the retainer on the task lines, then add one line for the extra hours at the rate your agreement sets, with the dates they were worked. Note who approved the extra time, for example by email, so the client can match it.
Can I pass on software subscriptions I pay for?
Only if your agreement says the client reimburses them. Put each tool on its own line at cost with the billing period and keep the receipt; a scheduling app you use for all your clients is usually part of your own overheads.
How is the sales tax worked out on this invoice?
The worked example above uses an example rate of 8%: $2,508.00 on a net amount of $31,350.00, for a total of $33,858.00. The editor recalculates all three when you change a quantity, a price or the country.
Is this template free?
Yes. You can fill in this template and print it or save it as a PDF without an account, and there is no payment step and no watermark on the document. Saving it to your account and downloading Excel or Word files need a free account.
Can I add my logo and signature?
Yes. The From section of the editor has a place for your company logo and for a signature or seal image. Uploading a picture needs a free account, and a member can keep both in settings so that every new document starts with them.
Read next
Reading for the Virtual assistant invoice: How to write an invoice: a step-by-step example and Credit note vs invoice (and credit memo): how to issue one. The VAT and GST calculator works out the tax line for you.