Virtual Assistant Invoice

Create professional invoices online with free virtual assistant invoice template

Faster & Simpler Invoicing for Virtual Assistants

Spend more time assisting your clients and less time on billing. Use our free invoice template to get paid faster and free up your time to focus on what you love: assisting clients.
You became a virtual assistant because you want to provide services like admin support, data entry, writing reports, or managing projects. Not because you want to process invoices. Our free invoice template is here to shortcut the job of generating virtual assistant invoices.

Virtual Assistant Invoice Requirements

 ✔ Unique invoice number
 ✔ A payment due date
 ✔ The total price for the project
 ✔ Your name, business name, and contact details
 ✔ The client’s business name and contact details
 ✔ Details of any discounts, on a separate line.
 ✔ The invoice date, which is the date when you send the invoice
 ✔ Payment methods you’ll accept, such as check, bank transfer, credit card, or other payment details.
 ✔ Extra payment terms, late payment fees, early payment discount, or check processing fees
 ✔ List of services provided. Each task on a separate line, such as “Creating sales pages” & add the quantity or the no. of hours, & the total cost for each task.

How to Invoice for Virtual Assistant Services

Being a virtual assistant means carrying out different tasks, from data entry, social media management to scheduling appointments & lead generation. Your clients might not realize how much goes into your work, so make sure to break down your freelance services so clients understand what exactly they are paying for.

As an example, you are a personal assistant for the CEO of a company. The type of task would be “Virtual Assistance/Personal Assistant” and the tasks themselves would be “Scheduling Appointments”, “Minute Taking” & “Web Research & Reporting”.

It’s a good idea to use a virtual assistant invoice generator and create a list of your most provided services, so you can copy and paste them into your invoice.

Which Virtual Assistant Services Need an Invoice?

 ✔ Data Entry & Bookkeeping
 ✔ Administrative Assistance/Personal Assistant
 ✔ Calendar Management
 ✔ Project Management or CRM Maintenance/Management
 ✔ Customer Service
 ✔ Minute Taking
 ✔ Data Mining/Online Research
 ✔ Social Media Management & Email Handling
 ✔ Typing up notes & Transcription
 ✔ Appointment Scheduling & Travel Arrangements
 ✔ Forum commenting/monitoring
 ✔ Writing, Editing & Formatting Reports & Presentations

Why do You Need a Virtual Assistant Invoice?

Whether you’re making travel arrangements, cold calling, or writing content for a presentation, you won’t get paid unless you send an invoice. Other benefits include:

✔ Find income information when it’s time to file taxes.
✔ Keep track of the different services that you offer.
✔ Stay in control of your client accounts.
✔ Always know when payments are due or overdue.
✔ Make it simple to follow up on late payments.
✔ Monitor your virtual assistant business’ growth.
✔ Keep book-keeping in-house for longer.
✔ Show tax authorities that you are organized and reliable.

When is the Right Time to send a Virtual Assistant Invoice?

For a freelance virtual assistant, your contract/invoice should have details of when the client will pay you for your services. The best time to invoice usually depends on the project.

Type of virtual assistant project

Best time to invoice

Long term recurring contract Invoice for payment every month
Small standalone project Request the entire payment at the end of the work
Large standalone project Ask for part of your bill upfront, and either invoice for the rest when you’re finished or add another part-payment when you are half-way through.

Some companies have a fixed day of the month when they make their international payments, so send in your invoice a few days in advance.

Virtual Assistant Invoicing Best Practices

Virtual Assistance comes easy, but invoicing for virtual assistance services leaves you stumped. Here’s a list of virtual assistant invoicing best practices to make things easier:

✔Accept as many payment methods as possible, especially electronic transactions.
✔Include multiple ways for your client to contact you, in case they have a question.
✔Review your contract to check that you’ve fulfilled all the terms and that your invoice details match what you agreed with the client.
✔Use a free web development invoice template to make your invoice look professional and easy to read.
✔List special costs like late fees, and taxes like sales tax, separately.
✔Keep a copy of every invoice for your records, so that you can track when payment is due.
✔Follow up on client payment. Make sure to send reminders promptly if anyone misses a payment.

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