Line items
Payment is due on the date shown above. Please arrange payment by that date. If the invoice is paid late, I will follow up to resolve it and confirm receipt when I have it.
Totals
Free Virtual Assistant Invoice Template
A virtual assistant invoice covers billed services as line items, totals due, and a short late-payment and follow-up note.
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The handoff happens, the inbox starts moving, and then the client needs a virtual assistant invoice that feels as controlled as the work behind it. This invoice keeps the money side clear without turning into another thread to chase, so the client can see what was done, what it cost, and when payment is due.
The client hits the charges first in Line items, and the page totals everything up before the payment note. The wording under Payment is due on the date spells out what happens if the due date passes, including that you’ll follow up and confirm receipt, so nobody has to guess what “late” means in practice. The header runs in teal with Raleway headings and Roboto body text, which keeps the page brisk and readable when the details matter.
- Line items Replace the single placeholder with your own services and prices for the period being billed.
- Payment is due on the date Keeps the due-date wording and late-payment follow-up note together under the totals, so the client knows what happens if payment runs late.
- Totals Adds up the amounts from the line items into the total due shown before the payment note.
The invoice runs under invoices, payments and receipts, so you replace the placeholder line and price, add your own charges, and send it to a client. A payment method only comes into play if you want the invoice paid online; otherwise the document still carries the due date, totals, and the follow-up note.
We went from spending hours on every proposal to creating fully customized ones in under 5 minutes. That's not an exaggeration - we timed it.
What to include in a virtual assistant invoice
| Part | What it covers |
|---|---|
Line items | The line item table holds the charges you’re billing, leaving you to swap the placeholder entry for your own services and amounts. |
Payment is due on the date | The payment note sits under the totals and explains the due date, late-payment follow-up, and confirming receipt once payment arrives. |
Who it is for
Virtual assistants billing ongoing client work, including executive support retainers, inbox & calendar coverage, and operations support tasks.
The invoice in full
Questions about this invoice template
What should a virtual assistant invoice include?
A virtual assistant invoice usually includes line items for services delivered, totals due, and clear payment terms with a due date. This template includes line items, totals, and a short note about late payment and follow-up.
Do I list hours or tasks on a virtual assistant invoice?
Either approach works, as long as each line item makes the charge clear. This template doesn’t track time, so the line items are where you describe the work and enter the price you’re billing.
How do I write payment terms on a virtual assistant invoice?
Payment terms should say when payment is due and what happens if payment is late. The included wording states that payment is due on the date shown and that you’ll follow up and confirm receipt when payment arrives.
Can a virtual assistant invoice be paid online?
Online payment depends on whether a payment method is connected when you send the invoice. The invoice still works without online payment because the due date, totals, and payment note are part of the document.
What do I need to change before sending an invoice to a client?
Swap the placeholder line item for your own services and prices, and make sure the due date and totals reflect what you’re billing. The payment note is already written, so you’re only changing the billing details.
What do clients look for on an invoice from executive support work?
Clients usually look for a clear description of what’s being billed, the total due, and the due date. This invoice shows the charges first, then the totals, then the due-date note with the late-payment follow-up wording.
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