Virtual assistants juggle client admin, CRM, and bookkeeping tasks, and Everhour keeps each billable entry tied to the right work.
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.
Use this page to turn VA work into a record a client can read: client name, task type, project, tool, time spent, and billing method. That structure fits remote support work that jumps between email cleanup, calendar scheduling, travel planning, research, document handling, customer support, CRM updates, bookkeeping support, and project coordination.
For a freelance VA, the record should connect tracked time to an invoice or milestone update. For an employed VA who is a covered nonexempt worker in the United States, the employer needs accurate daily hours worked and total hours worked each workweek if FLSA minimum wage or overtime provisions apply. The tracking method can be any complete and accurate system.
A useful VA entry identifies the client, project or account, task category, start and stop times or duration, billing status, and a short note. The note should summarize the business result and omit private client details. A sample line can read: Client A, CRM cleanup, timer duration, billable, updated duplicate contacts and tagged new leads.
Task categories should match the way the client buys the work. General admin can cover email, calls, calendars, travel, research, presentations, and documents. Specialized support deserves separate labels, such as customer support, CRM management, bookkeeping assistance, invoicing, social media support, marketing support, and project coordination. Separate labels keep a monthly progress update from turning into a vague list of hours.
Hourly VA work needs a trail from time entry to client approval because the invoice quantity is the time itself. Freelance hiring guidance commonly places VA hourly costs at $10 to $20 per hour, with rates varying by project type, experience, location, and tools required. A rate field should sit beside the client and task fields so billing changes do not get buried in notes.
Milestone work still benefits from time notes because they show effort against the agreed deliverable. Basic admin support is commonly scoped at 20 to 60 hours per month, while specialized support such as customer service, CRM management, and bookkeeping assistance is commonly scoped at 40 to 80 hours per month. Track against those client-specific scopes instead of treating all VA hours as one pool.
A one-off tracker is enough for a short engagement, a weekly invoice backup, or a quick summary before a client call. It works when one person records time for a small number of tasks and the client only needs a readable export or copied totals. A managed workflow becomes necessary once multiple clients, recurring monthly scopes, approvals, or billing handoffs enter the process.
Everhour fits the managed side by letting VA work be logged with timers or manual entries against tasks and projects, including work inside supported tools such as Asana, ClickUp, Jira, Monday, Notion, Trello, and Basecamp. Submitted time can move through approval, locked periods can protect reviewed entries, and the same records can feed timesheets, reports, invoices, and billing review.
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.
Yes. Client-level tracking prevents email, calendar, CRM, and bookkeeping work from becoming an unbillable total. Each entry should identify the client, task type, project or account, billing status, and scope note. Separate clients also protect monthly support scopes because one client's admin work cannot consume another client's budget unnoticed.
A weekly total works only as an invoice summary. Hourly VA billing needs entries that show date, client, task category, time spent, and billing status behind the invoice total. For a U.S. covered nonexempt employee under FLSA minimum wage or overtime provisions, employer records must include hours worked each workday and total hours worked each workweek.
A VA session can move from inbox cleanup to calendar scheduling to CRM updates. Use a new entry when the client, project, task type, or billing status changes. Short notes should name the output, such as scheduled appointments or prepared presentation draft, and leave out sensitive personal details that the client does not need on a time report.
Yes. A fixed-price milestone pays for a defined deliverable, but time records show whether the scope is staying realistic. Time notes help explain progress, delays, and change requests during email, phone, or video updates. They also give the VA a basis for quoting the next milestone when similar work uses the same tools or task mix.
No. Under the federal baseline, the FLSA does not require overtime premium pay solely because work occurs on Saturday, Sunday, a holiday, or a regular rest day. Covered nonexempt employees must receive overtime pay for hours worked over 40 in a fixed 168-hour workweek at not less than 1.5 times the regular rate, unless state law or an agreement adds more.
Everhour Time Tracking lets virtual assistants start a live timer or add manual entries against tasks and projects, including supported project tools such as Asana, ClickUp, Trello, Jira, Monday, Notion, and Basecamp. Those entries feed timesheets, reports, budgets, invoices, and payroll review without re-entering the same hours.
Track VA tasks in Everhour with timers or manual entries, review submitted timesheets, and carry approved project hours into billing for cleaner invoices for each client.
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