Virtual assistants provide remote administrative, operational, and sometimes specialized support to business owners, executives, and small teams. They typically invoice for hours worked on tasks like inbox and calendar management, data entry, customer support, bookkeeping support, travel booking, social media scheduling, and project coordination, or for monthly retainers that reserve a set number of hours.
Create an invoice for payment collection
Upload logo
PDF will be generated with filename:
Invoice_1001_Client_2026-10-14.pdf
Most virtual assistants charge hourly, either pay-as-you-go or through a monthly retainer that reserves a block of hours (for example 10, 20, or 40 hours) at a slightly discounted rate. Retainers are popular because they give the VA predictable income and give the client priority access. Specialized tasks such as podcast production, bookkeeping entry, CRM setup, or website updates often carry higher hourly rates than general admin work. Some VAs sell fixed-price projects (an inbox cleanup, a database build, a travel itinerary) or per-task packages. Rates generally rise with experience, niche skills, and the level of responsibility. Time is usually tracked in 15- or 30-minute increments, with a minimum billable block for urgent or after-hours requests. Software subscriptions or third-party costs that the VA buys on the client's behalf are normally passed through at cost, listed separately from labor.
| Service | Priced | Typical range |
|---|---|---|
| General administrative support (email, calendar, data entry) | per hour | $20-45 |
| Customer support and inbox management | per hour | $20-40 |
| Social media scheduling and community management | per hour | $25-55 |
| Bookkeeping support and invoicing/AP entry | per hour | $30-60 |
| Executive assistant / project coordination | per hour | $35-75 |
| Monthly retainer (20 hours) | per month | $500-1,200 |
| Podcast or video editing and show notes | per episode | $75-250 |
| CRM, spreadsheet, or workflow setup | flat fee | $250-1,500 |
Typical US ranges. Rates vary by region, experience, and job size.
| Description | Qty | Rate | Amount |
|---|---|---|---|
| Monthly retainer: inbox and calendar management (20 hours included) | 20 hours | $35.00 | $700.00 |
| Additional hours beyond retainer: travel booking for conference (itinerary, hotel, ground transport) | 3.5 hours | $40.00 | $140.00 |
| Social media scheduling: 12 posts across two platforms | 4 hours | $35.00 | $140.00 |
| CRM contact cleanup and tagging (480 contacts) | 6 hours | $40.00 | $240.00 |
| Software pass-through: email scheduling tool subscription (client-approved) | 1 month | $18.00 | $18.00 |
| Total | $1,238.00 | ||
Notes: Payment due within 15 days of invoice date. Hours are logged in 15-minute increments; the attached time report lists tasks by date. Unused retainer hours do not roll over. Late balances incur a 1.5% monthly fee. Payment accepted by ACH or card.
Retainer clients get invoiced on a cycle, and a clear period prevents confusion about which month's hours are being billed.
Clients cannot see your work, so dated entries with hours per task are the best defense against questions about where the time went.
Separating included hours from extra hours at their own rate shows exactly what was covered and what was additional.
Stating the rate and whether you bill in 15- or 30-minute blocks avoids disputes over rounding.
Software subscriptions, stock images, postage, or purchases made for the client should be visible and backed by receipts.
If you charge extra for same-day or weekend requests, noting it on the line item ties it back to your agreement.
Clients who pay you $600 or more in a year (US) may need your W-9 for 1099 reporting, so keep your details consistent.
Retainer clients are commonly billed at the start of the month, in advance, since the hours are reserved for them, while hourly clients are billed at the end of the month or every two weeks. Net 7 to Net 15 is common for solo VAs, and many require payment before the next period of work begins. New clients are often asked for a deposit or a first-month retainer up front. Late fees of 1.5% per month are typical if stated in your agreement. ACH transfer, credit card, and online payment links are the most common methods, and some VAs pause work on accounts that are more than a week overdue.
Invoice the retainer at the start of the period so the money covers the work rather than chasing it afterward. State clearly that unused hours expire or roll over for a limited time, whichever you choose.
Track time as you go, with the task and date, and attach the log to every invoice. Reconstructing a month from memory leads to under-billing and arguments.
Five-minute tasks add up in interruptions. A 15-minute minimum per request protects your day and keeps billing simple.
Bookkeeping entry, CRM configuration, or video editing are not general admin. Bill them at a higher rate on separate lines so the client sees the distinction.
If you pay for software, subscriptions, or services on the client's behalf, get written approval first and pass the cost through with a receipt, or have the client use their own account.
Both work. Hourly suits new or occasional clients. A retainer suits ongoing work because it gives you steady income and gives the client reserved capacity. Many VAs start clients hourly and move them to a retainer after a few months.
As an independent contractor in the US, you generally do not send a 1099 to clients. Clients who pay you above the IRS threshold (currently $600 for many payments, though rules change) may ask you for a W-9 so they can report it. Check current IRS guidance or ask a tax professional.
Bill in 15- or 30-minute increments and put the increment in your agreement. Some VAs also set a minimum charge per request so that very short tasks are still worth doing.
That is up to your agreement. Many VAs let unused hours expire at the end of the month because the time was reserved. Others allow rollover for one month. Whatever you choose, write it down before the first invoice.
Yes, if your agreement says so. Calls, check-ins, and time spent reading and replying to messages are work, and many VAs bill them at the same rate as task time. Be upfront about it so it is not a surprise.
Send a Virtual Assistant estimate for approval, then turn it into an invoice when the work is done.
Virtual Assistant estimate template