Virtual assistant invoice template and a free website

Virtual assistants juggle several clients, each with their own inbox, diary and odd jobs. Hours add up across the month, and the invoice has to show them fairly. goud.work helps you send a clear invoice to each client in minutes, and gives you a free page that tells busy people what you can take off their hands.

Your invoice

Your business name

INVOICE

Invoice No.: INV-0001
Date: 15 November 2026
Due: 29 November 2026

From

Your business name

Street and number

Town

Postcode

Phone

you@example.com

Bill to

Client name

Street and number

Town

Postcode

Description of work	Amount
Admin support 1 hour at £0.00	£0.00
Retainer 1 month at £0.00	£0.00
Inbox management	£0.00
Diary management	£0.00
Data entry	£0.00

Total due£0.00

Payment details

Account nameYour account name

Sort code00-00-00

Account number00000000

ReferenceINV-0001

Made with Easy Invoice · goud.work

Free PDF template

Your page

Make my page free

What goes on a virtual assistant invoice

Admin support is priced by the hour, so twelve and a half hours in a month is one line worked out for you. Clients on a set package can have a Retainer priced by the month. Inbox management, diary management and data entry can be listed as their own lines when you want the client to see where the time went. If you trade under more than one name, paid plans hold up to three companies in one account.

Lines virtual assistants use most

Admin support · per hour
Retainer · per month
Inbox management
Diary management
Data entry

In Easy Invoice these are a tap each, and after a few invoices your own lines come first, with the last price you charged.

Your own page, free

Say plainly what you take on: inbox and diary management, data entry, bookings, whatever you are good at. List each service with an hourly price, a monthly package or Ask. Reviews from clients matter more than anything here, because they are trusting you with their business. Add your social links, and let Book collect enquiries for a first call at a time you approve.

An invoice in two minutes, on your phone

WhoPick a customer, or type a new one with their postcode.
WhatTap the usual lines for your trade. After a few invoices, your own.
PriceOne price for the job or one per line. VAT is worked out for you.
SendOn WhatsApp, by email or as a PDF, with your bank details on it.

Questions virtual assistants ask

How do virtual assistants invoice clients?

Many invoice once a month. Hourly clients get a line with the total hours and your rate, and retainer clients get a single monthly line, with any extra hours added beneath. Include the month the invoice covers, an invoice number, the due date and your bank details.

Should a VA charge by the hour or a monthly retainer?

Hourly suits new clients and work that comes and goes. A retainer suits clients who want a set number of hours each month and like knowing the cost ahead. Many VAs start hourly and move regular clients onto a retainer once the work settles. Either way, agree what happens to unused hours.

Do I need a website as a virtual assistant?

A lot of VA work comes through word of mouth or social media, and people still look you up before they get in touch. A simple page with your services, prices and reviews gives them something to check. goud.work makes one free, with its own address and a QR code, in about a minute.