Virtual assistants split time across clients and tasks. Everhour keeps remote work 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.
Use this page to organize remote VA hours into records a client can understand. A useful time log separates inbox cleanup, calendar scheduling, travel planning, CRM updates, bookkeeping support, research, documents, and project coordination instead of grouping the day under one vague admin label.
That structure matters because virtual assistants often work across several clients in the same week. One client may pay hourly for ongoing support, while another uses fixed milestones for defined work. Clean records show where the time went, support progress updates, and reduce invoice questions.
A complete VA time entry names the client, task type, project or workstream, date, time spent, billing status, and short notes. A line such as "Acme Co., CRM cleanup, lead records, 1.5 hours, billable, updated duplicate contacts" gives the client enough context without exposing unnecessary detail.
Tool context also belongs in the record when it affects the work. Google Workspace, QuickBooks, Asana, CRM systems, calendars, VoIP, spreadsheets, and word-processing tools often appear in VA scopes. Logging time against those work areas helps separate general admin from specialized support such as bookkeeping assistance, customer service, or CRM management.
Hourly VA work needs consistent detail because the time record becomes the basis for the invoice. Upwork lists freelance virtual assistant hiring costs as generally ranging from $10 to $20 per hour, with rates varying by project type, experience, location, and tools required.
Monthly scope also changes the tracking pattern. Basic administrative work such as email management, calendar scheduling, and data entry is commonly budgeted at 20 to 60 hours per month. Specialized support such as customer service, CRM management, and bookkeeping assistance is commonly scoped at 40 to 80 hours per month. A retainer should show drawdown by client and task category, not just a month-end total.
A freelance VA invoice log and an employee time record serve different purposes. 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 allows any complete and accurate timekeeping method.
Federal overtime for covered nonexempt employees applies after over 40 hours in a fixed 168-hour workweek at not less than 1.5 times the regular rate of pay. Saturday, Sunday, holiday, or rest-day work does not create a federal overtime premium by itself unless the weekly overtime rule is triggered or another law, policy, or agreement applies.
A one-off time log is enough for a short VA task, a small invoice, or a quick client update. A managed workflow becomes necessary when the VA handles multiple clients, recurring monthly scopes, retainers, approval steps, or budget limits that need review before billing.
Everhour Project Budgeting fits that longer workflow by tracking time and money budgets as work is logged. Recurring budget periods, client-level budgets, budget alerts, and budget protection help keep VA support aligned with monthly scopes before the invoice is prepared.
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 virtual assistant should track email and call handling, calendar work, travel arrangements, research, document preparation, CRM updates, bookkeeping support, customer service, marketing support, and project coordination when those tasks are part of the client scope. Each entry should name the client and task category so billed hours match the work the client approved.
Client and task should both appear in the record. Client tracking shows who pays for the time, while task tracking explains the work performed. A VA serving three clients in one day needs separate entries so admin support, CRM work, and bookkeeping support do not collapse into one unclear total.
Fixed-price milestone work still benefits from internal time tracking. The client invoice may show the milestone price, but the VA needs time records to compare effort against scope, price future work, and spot tasks that exceed the agreed deliverable. Hourly tracking is especially useful when fixed work repeats each month.
Time records can contain personal information, client names, work habits, and business details. U.S. businesses handling personal information must avoid unfair or deceptive practices under Section 5 of the FTC Act, and FTC guidance says companies should collect only what they need, protect it, and dispose of it securely.
A client can require a tracking format through the service agreement, project policy, or billing rules. The VA should follow that format when it defines billable categories, required notes, approval timing, or invoice backup. Employee timekeeping has separate legal requirements when the worker is covered by wage-and-hour rules.
Everhour Project Budgeting lets VA teams track hour-based or money-based budgets as time is logged. Recurring budget periods and client-level budgets help compare monthly VA support against the agreed scope, while email alerts at set thresholds flag retainers before they run over.
Everhour embeds time tracking inside tools such as Asana, ClickUp, Jira, Monday, Notion, Trello, GitHub, Linear, and Basecamp. A VA can start a timer or add manual time against the task already assigned, so client work stays connected to the project record.
Everhour connects VA time to project budgets, recurring retainers, and client-level limits, giving remote support teams clearer billing control and fewer month-end budget surprises.
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