Virtual assistants juggle client work across tasks, tools, and billing models. Everhour keeps that time organized for review.
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.
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A virtual assistant usually supports clients remotely across email, calendars, calls, documents, research, travel planning, CRM updates, bookkeeping assistance, or marketing coordination. A useful time record names the client, the task type, the project or workstream, the date, and the billing method. That structure gives you more than a total number of hours. It shows where the client's support budget went.
Freelance VA work often uses hourly billing for ongoing support or fixed-price milestones for defined deliverables. Upwork lists freelance virtual assistant hiring costs generally from $10 to $20 per hour, with common monthly scopes of 20 to 60 hours for basic admin and 40 to 80 hours for specialized support. Those ranges make clean time categories practical, especially when one client mixes calendar management, CRM cleanup, and bookkeeping support.
Useful VA tracking starts with repeatable categories. Use client names for billing, project names for scope, and task labels for the work itself: inbox management, calendar scheduling, data entry, customer support, CRM updates, invoice prep, payment tracking, research, or presentation work. Add notes only when they clarify the result, such as "updated 42 CRM contacts" or "reconciled vendor invoices for May."
A simple weekly record can show Monday through Friday entries for the same client, split across admin support, finance admin, and project coordination. If the engagement is hourly, those entries feed the invoice. If the engagement uses milestones, the same entries show progress against the agreed work. The best structure keeps client updates brief because the detail already lives in the time record.
The common mistake for virtual assistants is recording a single block such as "client work, 5 hours." That entry hides whether the time went to email triage, travel booking, CRM maintenance, or bookkeeping. It also creates friction when a client asks why an ongoing support package used more hours than expected. Split the day into the categories the client recognizes.
Internal business tasks need a separate label from billable client support. Proposal writing, your own bookkeeping, training, and tool setup do not belong inside a client's invoice unless the contract says they are billable. A separate non-billable category protects the invoice and gives you a clearer picture of how much time goes to paid work versus running the VA business.
A free one-off tool works for a single weekly total, a short project, or a solo VA who only needs a clean number for an invoice. It is enough when the client accepts a simple summary and the work has few task categories. Keep the exported record with the invoice, especially when the client approves hours before payment.
A managed workflow becomes useful when several assistants support the same client, when a business needs payroll review, or when time feeds client billing every week. Everhour Timesheets collect weekly project hours and working hours by person, then managers can approve, reject, partially approve, or lock submitted time before billing or payroll review. That approval step turns scattered remote work into a usable record.
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.
A strong VA time entry includes the client, date, task type, project or workstream, time spent, billing status, and a short result note. For hourly work, the entry should support the invoice line. For milestone work, it should show progress against the defined deliverable without turning the invoice into a minute-by-minute diary.
Virtual assistants should track by both client and task when they support more than one workstream. Client tracking keeps billing clean. Task tracking explains how the time was used, such as email management, calendar scheduling, CRM updates, bookkeeping assistance, or research. A single client total is easier to enter, but it creates weaker invoice support.
Yes. Fixed-price milestone work still benefits from time records because the entries show effort, scope, and progress. The invoice can bill the agreed milestone amount while the time record stays internal or supports a progress update. Avoid using tracked hours to change a fixed price unless the contract allows scope changes or hourly overflow.
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. The FLSA does not require a specific timekeeping system, but the method must be complete and accurate for covered nonexempt workers.
The FLSA does not require overtime premium pay solely because work happens on Saturday, Sunday, a holiday, or a regular rest day. For covered nonexempt employees, federal overtime applies to hours worked over 40 in a fixed 168-hour workweek at not less than one and one-half times the regular rate, unless another law or agreement adds more.
Everhour Timesheets collect weekly project hours and working hours by person, so a manager can review VA time before billing or payroll review. Submitted time can be approved, rejected, partially approved, or locked, which gives remote client support a clear approval trail.
Everhour can track time inside supported project tools such as Asana, ClickUp, GitHub, Jira, Monday, Notion, Trello, Linear, and Basecamp. A VA can log time on the task where the work happens, then tracked hours flow into Everhour for reporting and billing review.
Use Everhour Timesheets to collect weekly VA project hours, review submissions, lock approved entries, and keep billing or payroll records tied to approved work.
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