Everhour turns tracked billable time and expenses into invoices, while VA billing still needs clear scope, rates, and payment terms.
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A virtual assistant invoice turns remote service work into a payable request. It should identify you and the client, show the invoice date and number, describe the work, list the rate or package price, state the payment terms, and give the client a clear payment method. If the client requires a purchase order number or a specific billing contact, put that detail where accounts payable can find it.
VA work commonly covers email and calendar management, calls, travel arrangements, data entry, online file work, bookkeeping support, social media, content, and marketing tasks. A clean invoice groups that work in the same way the client approved it. For hourly work, attach or summarize time by client project. For task or package pricing, describe the deliverable and the covered period instead of forcing every item into an hourly format.
Hourly VA billing needs time records that show how long you spent on each client project before you prepare the invoice. A line can read: "Inbox management and calendar scheduling, March 1-15, 12.5 hours at $40 per hour." That format gives the client the service, period, quantity, rate, and amount in one place, without making them reconstruct the charge from scattered notes.
Task-based or package billing uses a different structure. A line can read: "Monthly executive admin support package, March 2026." If the client prepaid for future work, treat the invoice language carefully so the amount matches the contract or retainer-style arrangement. Late fees belong only when the agreement allows them. Many VAs reduce late-payment risk with upfront payment, more frequent invoicing, direct debit, or a confirmed payment date.
The United States does not have a national VAT or GST invoice regime, and ordinary private-sector businesses do not follow one prescribed federal invoice form. For federal tax records, invoices act as supporting documents that show business transactions, gross receipts, and expense detail. Your invoice format can be simple, but it needs enough information to support the income you report and the amount the client pays.
Sales and use tax rules come from states and local jurisdictions, not one national rate. Service taxability depends on the state and the service type. California generally taxes retail sales of tangible personal property and only some service or labor charges, while Texas defines 16 broad taxable service categories. There is no national VAT/GST registration number for invoices. Businesses use a TIN or EIN through Form W-9 or client procedures when the payer needs it for IRS reporting.
A free invoice generator is enough when you send an occasional VA invoice, bill one client, and already have accurate time records. It can produce a professional document with your service lines, payment terms, billing contact, PO details, and payment method. That covers many one-off hourly, package, or upfront-payment invoices when the scope and rate were agreed before the work began.
A managed workflow becomes the better fit when several clients, projects, rates, and non-billable tasks feed your billing. Everhour Billing & Invoicing converts tracked billable time and expenses into invoices, calculates amounts from rates, excludes non-billable tasks, and supports client settings, invoice customization, and exports to QuickBooks Online, Xero, or FreshBooks. That keeps VA time, invoice status, and accounting handoff connected.
This content is for general information only, may not be fully up to date, and is provided without any warranty or liability.
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A virtual assistant invoice should include your business name and contact details, the client's billing contact, invoice date, invoice number, service description, covered period, quantity or package, rate, subtotal, any applicable tax treatment, total due, payment terms, and payment method. Add the purchase order number when the client requires one.
A VA should use the billing model agreed with the client before work begins. Hourly billing fits variable work such as email management, calls, scheduling, and research. Package pricing fits recurring support with a defined scope, such as a monthly admin block or social media support bundle. The invoice should match that agreement.
Virtual assistant invoices do not follow a national VAT or GST rule. Sales and use tax obligations depend on state and local rules, nexus, the service type, and where the sale is sourced. Service taxability varies by state, so a VA should apply the tax treatment that matches the specific client, service, and jurisdiction.
Time records should support hourly VA invoices when the client expects detail or approval. A summary by project, task, date range, or service category usually gives enough context without overwhelming the invoice. Package invoices do not need hourly detail unless the contract promises a fixed number of included hours.
A virtual assistant can charge a late fee only when the contract or agreed payment terms support it. Late fees are not a universal VA rule and can create client friction. Many VAs handle late-payment risk through upfront payment, confirmed payment dates, direct debit, shorter billing cycles, or moving repeat late payers to prepaid support.
Everhour Billing & Invoicing converts tracked billable time and expenses into invoices, calculates invoice amounts from rates, and excludes non-billable tasks. Client settings can store projects, contacts, taxes, discounts, and payment terms, then invoices can be exported to QuickBooks Online, Xero, or FreshBooks with status details synced back to Everhour.
Everhour reporting can show billable time, non-billable time, billable amount, cost, invoice status, and project detail in customizable reports. A VA or small team can group work by client, project, task, person, or date range before billing, then export reports when a client needs backup.
Track client work, exclude non-billable tasks, and generate invoices from approved time. Everhour keeps VA billing detail connected from time entry to accounting export.
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