Free template · For virtual assistants · Reviewed May 2026
Invoice template for virtual assistants.
VA invoices need to show specifics, not just 'admin hours.' Clients who pay VAs slowly tend to forget what they got for the month - the invoice has to remind them.
What this template includes
- · 4 sample line items for virtual assistants
- · Recommended payment terms
- · The #1 invoicing gotcha for virtual assistants
- · Real rate-range data for 2026
Sample line items for virtual assistants
The line items below are the shapes most virtual assistants use. Copy them, adjust to your scope, fold them into the invoice format your accounting tool spits out.
| Description | Qty | Rate |
|---|---|---|
| Email + calendar management - May 1-31 | 40 | $32/hr |
| Travel booking + itinerary (3 trips) | 3 | $95 each |
| CRM data entry - 60 new leads | 1 | $180 flat |
| Monthly report - task summary + screenshots | 1 | $0 - included |
Recommended payment terms
Retainer: invoice the 1st of each month, Net 7. Hourly: weekly or biweekly invoicing, Net 7. VA work is recurring; long Net terms create cash-flow risk for the freelancer.
The gotcha most virtual assistants miss
Scope creep is the #1 VA invoice problem. A retainer for 'inbox + calendar' that grew to include CRM, social posting, and project coordination should be RENEGOTIATED, not absorbed. Track every 'small extra' on a monthly basis and review the scope quarterly.
Typical rates for virtual assistants in 2026
US-based VAs charge $25–$60/hour depending on specialization. Executive-level VAs (managing C-suite calendars and travel) command $60–$120/hour. Offshore VAs run $8–$20/hour but with very different working norms.
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