Virtual assistants split work across clients, tools, and task types. Everhour keeps weekly timesheets organized for review 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.
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Virtual assistants usually work remotely across administrative and operational tasks, so a weekly timesheet needs more than one total. Record the client, project, task type, date, start and stop time or duration, billing status, and notes. A line for "Acme Co., calendar cleanup, Google Calendar, 1.25 hours, billable" gives a client enough detail to review the work without reading a private task diary.
Client work often mixes email, calls, calendar management, travel booking, research, presentations, documents, CRM updates, bookkeeping assistance, and project coordination. Separate those categories when they affect billing, scope, or reporting. A VA supporting three clients in the same week should avoid one combined "admin support" block because it hides retainer use, milestone progress, and unbilled work.
Freelance VA engagements commonly use hourly billing for ongoing support or fixed-price milestones for defined deliverables. Hourly work needs complete time entries tied to the client and task. Milestone work still benefits from time tracking because it shows whether the quoted scope matches the actual effort, especially for recurring tasks like inbox cleanup, customer support, or bookkeeping assistance.
A basic admin scope may cover 20 to 60 hours per month for email management, scheduling, and data entry. Specialized support, such as customer service, CRM management, or bookkeeping assistance, often runs 40 to 80 hours per month. Those ranges are planning inputs, not payroll rules. Your timesheet should show the real hours used against the agreed scope.
VA work happens across Google Workspace, QuickBooks, Asana, CRM systems, online calendars, VoIP, spreadsheets, and word-processing tools. A good timesheet records the work context without turning every entry into a surveillance log. Use task names, project labels, and short notes that explain the deliverable, such as "updated CRM contacts from webinar list" or "prepared invoice draft for March vendors."
Progress reporting matters because clients often coordinate with VAs through email, phone, or video chat. Timesheet notes should support that rhythm. Record completed work, blocked tasks, client approvals needed, and follow-up items. Avoid vague entries like "misc admin" or "client work" because they make invoices harder to approve and give you less evidence when scope changes.
A free weekly total is enough when you need a quick summary for one client, one rate, and a simple invoice. It starts to break down when you support several clients, mix hourly and milestone work, or need a repeatable approval trail. Covered employers also need accurate records for nonexempt workers, including hours worked each workday and total hours worked each workweek.
A managed workflow keeps time entries, weekly submission, review, and billing handoff in one routine. Everhour Timesheets collect project hours and working hours by person, then let managers approve, reject, partially approve, and lock submitted time before billing or payroll review. That structure fits VA teams that need client-ready records without rebuilding the week from messages and spreadsheets.
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A VA timesheet should include the date, client, project, task type, time worked, billing status, rate or billing method, and a short work note. Useful task categories include email, calls, calendars, travel, research, documents, CRM work, bookkeeping support, and project coordination. The entry should identify the deliverable without exposing unnecessary private client information.
Virtual assistants should track both when they support more than one client or perform different types of work under one agreement. The client field supports invoicing and scope review. The task field explains the work, such as calendar scheduling, CRM cleanup, invoice preparation, or customer support. One field without the other leaves gaps in billing and progress reporting.
Yes. Milestone billing sets the invoice around a defined deliverable, but time records still show whether the work stayed inside the expected scope. A VA can track hours against a milestone like "CRM import cleanup" or "monthly bookkeeping prep" and use the record to quote the next round more accurately.
The FLSA requires covered employers to keep accurate records for nonexempt workers, but it does not require one specific timekeeping form or system. For employees covered by the FLSA minimum wage or overtime provisions, records must include hours worked each workday and total hours worked each workweek. Freelance contracts may set separate billing documentation requirements.
The FLSA does not require overtime premium pay solely for Saturday, Sunday, holiday, or regular rest-day work. Covered nonexempt employees must receive overtime pay for hours worked over 40 in a fixed 168-hour workweek at not less than one and one-half times the regular rate, unless an exemption applies. State law or a contract can add stricter rules.
Everhour Timesheets collect weekly project hours and working hours so a VA, manager, or client reviewer can check time before billing or payroll. Submitted time can be approved, rejected, partially approved, and locked, which keeps corrected entries separate from approved records.
Everhour connects tracked time to invoicing so billable VA entries can move from client and project records into invoice preparation. That helps separate hourly support, non-billable coordination, and fixed-fee work before the client receives a bill.
Submit weekly VA hours with client, project, and task detail. Everhour Timesheets give reviewers an approval workflow that supports cleaner billing and payroll review.
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