Virtual assistants split work across clients, tools, and task types. Everhour keeps tracked time tied to budgets and billing.
Enter your time in and out for each day. Overtime and gross pay are calculated automatically.
| Day | Time In | Break Start | Break End | Break | Time Out | Total |
|---|
The calculator gives you the number — Everhour takes it from there.
One click and you're timing. Start a timer, add an entry, edit the details. This is exactly how it feels in Everhour.
Set a budget, assign rates, and get alerted before you're over.
Measurement
Track your budget through time or costs
Every report you need — configured your way, always up to date.
Tracked hours flow straight into a polished invoice — no copy-paste, no manual math.
Virtual assistants often move between email, calendar scheduling, travel planning, research, document work, customer support, CRM updates, bookkeeping assistance, and project coordination in the same week. A useful tracker separates those hours by client and task type so one broad block of "admin work" does not blur billable and non-billable work together.
For hourly work, each entry should show the client, project or workstream, task description, date, time spent, billing status, and rate in U.S. dollars for U.S. clients. For fixed-price milestone work, tracking still helps because it shows whether the scoped work stayed inside the promised effort.
VA engagements usually fit one of two billing patterns: hourly ongoing support or fixed-price milestones for defined deliverables. Upwork lists freelance virtual assistant hiring costs as generally $10 to $20 per hour, with basic admin work often scoped at 20 to 60 hours per month and specialized support at 40 to 80 hours per month.
A strong weekly record groups work where the client expects to review it. A VA supporting one client's inbox, calendar, and travel can separate entries by task type. A VA supporting CRM cleanup and bookkeeping for another client can track project coordination, records work, and invoicing support separately.
The common mistake is recording time after the fact as one daily total with no task context. "3.5 hours, admin" forces the client to ask what happened. "Client A, calendar cleanup, 1.25 hours" and "Client A, vendor invoice filing, 2.25 hours" make the same total easier to approve and bill.
Remote work also needs clean progress context because clients often coordinate through email, phone, video chat, and written updates. A concise note on the result, such as "updated 18 CRM contacts" or "prepared weekly meeting deck," gives the time entry enough detail without turning it into a status report.
A simple tracker is enough for one client, one rate, and a few weekly entries. It also works for a small fixed-price project where you only need to compare actual effort against a milestone budget before sending the invoice.
A managed workflow becomes necessary when you support several clients, track monthly hour caps, or need budget warnings before a retainer runs hot. Everhour Project Budgeting tracks hour-based and money-based budgets, recurring budget periods, selected alert thresholds, budget protection, and client-level budgets so VA time does not stay trapped in scattered notes.
This content is for general information only, may not be fully up to date, and is provided without any warranty or liability.
High Performer
G2
Summer 2026
Best Ease Of Use
Capterra
Summer 2026
Rated in the top time trackers across G2, Capterra, and TrustRadius — with consistent praise for ease of use, integrations, and support.
Billable VA time is the client-approved work that belongs to the engagement, such as email management, scheduling, travel planning, research, document preparation, CRM updates, customer support, bookkeeping assistance, or project coordination. Internal admin for your own business, proposal work, and correcting your own avoidable errors usually stay non-billable unless the contract says otherwise.
Fixed-price milestone work still needs time tracking when you want scope control. The client pays the agreed milestone price, but your tracked time shows whether the deliverable stayed profitable and whether future milestones need a different scope. Keep the entries tied to the milestone, task type, and date so the record explains the workload.
A client-ready VA entry includes the client name, project or workstream, task type, date, time spent, billing status, rate when hourly, and a short work note. Tool context also helps when the client has separate systems, such as Google Workspace, QuickBooks, Asana, a CRM, calendars, spreadsheets, or VoIP.
Track by client first, then project or workstream, then task type. That structure supports invoices, retainer reviews, and progress updates without overcomplicating daily entry. A client with 20 monthly hours for general admin needs email, calendar, and document time separated enough to explain where the support hours went.
Freelance VA billing records are different from employee payroll records. For employees covered by the FLSA minimum wage or overtime provisions, employer records must include hours worked each workday and total hours worked each workweek. Covered nonexempt employees must receive overtime pay after 40 hours in a fixed 168-hour workweek at not less than 1.5 times the regular rate.
Everhour Project Budgeting lets virtual assistants set hour-based or money-based budgets for client work, including recurring periods for retainers. Budget alerts can notify selected admins at defined thresholds, and budget protection can stop timers or block extra logging after a budget is exceeded.
Track client hours against budgets before invoices are due. Everhour connects VA time entries to recurring budgets, alerts, and billing workflows, giving client work a clearer path from tracked time to revenue.
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