Virtual assistants need clear client billing for remote work, and Everhour turns tracked service time into usable reports.
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Virtual assistants commonly bill for remote administrative, technical, creative, marketing, bookkeeping, and customer-support work. Your invoice should make that work easy for the client to review: who performed the work, which client or project it belongs to, the period covered, the billing basis, and the total due. Hourly work needs time records. Task-based or package work needs a clear scope line.
Use the invoice to confirm the business details the client needs to pay without follow-up. Include the right billing contact, any required purchase order number, payment terms, payment method, and your tax or business identifier only where it belongs. For United States private-sector work, no single federal invoice form applies to ordinary business invoices, so the contract and client billing process drive the format.
Hourly VA billing works best when the invoice line connects each charge to a time record, such as "Inbox management, client A, June 1 to June 15, 12.5 hours at $35 per hour." Task or package pricing works better for defined outcomes, such as "Monthly calendar management package" or "CRM cleanup, fixed fee." The invoice should match the pricing method already agreed with the client.
Retainer-style VA billing usually means the client pays before future work is delivered. That setup can reduce late-payment risk, but the invoice still needs a defined period, included services, payment due date, and any overage handling. Late fees are contract-dependent, so do not add one unless the agreement supports it and the client has already accepted the term.
Generic entries such as "admin work" create payment delays because the client cannot see what was delivered. Use service lines that match the VA's actual work, such as email management, calendar scheduling, travel arrangements, phone support, data entry, online file organization, bookkeeping support, social media scheduling, content formatting, or marketing assistance. Clear lines also help you defend hourly totals.
United States invoices do not use a national VAT or GST invoice regime. Sales and use tax depends on state and local rules, nexus, the place of sale, and whether the specific service is taxable in that jurisdiction. California generally taxes retail sales of tangible personal property and only some service or labor charges, while Texas identifies broad categories of taxable services. Apply tax based on the relevant state rules, not a national rate.
A free invoice works for a single client, a fixed task, or a simple hourly job with clean time records. It also works when the client only needs a PDF with contact details, terms, line items, and payment instructions. The limit appears when you handle several clients, recurring retainers, mixed billable and non-billable work, or invoices that must match detailed project reports.
A managed workflow gives a VA business a stronger billing trail. Tracked billable time can feed client reports, show project totals, separate non-billable work, and support invoice review before the client receives the bill. Everhour fits that longer workflow by turning logged time, budgets, costs, and project data into customizable reports with grouping, filters, exports, and scheduled email delivery.
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 VA invoice needs the client name, billing contact, invoice date, invoice number, service period, clear service lines, rate or package price, payment terms, payment method, and any purchase order number the client requires. Hourly invoices also need time records that show the client project and time spent before the invoice was prepared.
Hourly billing fits ongoing support, variable workloads, and tasks that change each week. Package pricing fits defined services with a stable scope, such as monthly inbox management or a fixed CRM cleanup. The invoice should follow the signed agreement, because the rate, scope, and billing basis need to be clear before work starts.
A VA can use upfront payment when the client agreement supports it. Many VAs use upfront or retainer-style billing to reduce late-payment risk, especially for ongoing support. The invoice should state the future service period, included work, amount due, due date, and payment method so the client understands what the advance payment covers.
United States virtual assistant invoices do not follow a national VAT or GST regime. Sales and use tax is state and local, and service taxability varies by jurisdiction and service type. The correct treatment depends on nexus, the place of sale, the service provided, and the state rules that apply to the seller and client.
Missing client billing requirements delay payment. A wrong billing contact, missing purchase order number, vague service description, unclear due date, or absent payment method gives the client a reason to pause the invoice. Confirm those details before sending the invoice, especially for business clients with procurement or finance approval steps.
Everhour Reporting lets a VA business build reports with 45+ columns, filters, grouping, date ranges, and exports in CSV, Excel/XLSX, or PDF. A report can show client, project, task, comments, billable time, non-billable time, labor costs, and invoice status before the invoice goes out.
Everhour Billing & Invoicing converts uninvoiced billable time and expenses into client invoices. The invoice amount comes from tracked time, project or member rates, and billable expenses, while non-billable tasks stay excluded from the invoice total.
Track client tasks, review billable time, and export report-ready records before invoicing. Everhour gives virtual assistants clearer client billing, cleaner handoffs, and better visibility into paid work.
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