Free Invoice Template for Virtual Assistants & OBMs
Virtual assistants and online business managers handle sensitive executive communications, calendar scheduling, customer support, and bookkeeping operations. To run a stable remote practice, your invoices should establish clear retainer boundaries, track overage rates, and incorporate standard confidentiality protections.
$25 – $65/hr or $750 – $3,500/month dedicated retainers
Monthly retainer prepaid on the 1st of each month (Net-0); Overage hours billed Net-7
100% upfront prepayment of monthly retainer package prior to commencement of work
Interactive Sample Invoice for Virtual Assistants & Executive Support
Exported with 300DPI vector precision, custom branding, and zero watermarks.
Ramirez Executive Support LLC
Senior Virtual Assistant & OBM
1700 Lincoln Street, Denver, CO 80203
jessica@ramirezexecsupport.com
INV-VA-2026-081
Issue Date: Jun 1, 2026
Due Date: Jun 1, 2026
Dr. Nathan Hughes
Hughes BioVentures Group
500 17th St, Suite 2100, Denver, CO 80202
nhughes@hughesbioventures.com
$1,770.00
| Description | Qty / Hrs | Rate | Amount |
|---|---|---|---|
Monthly Executive Support Retainer: 30 Dedicated Hours (Email Triage, Calendar & Travel) | 1 | $1,200.00 | $1,200.00 |
CRM System Contact Hygiene & HubSpot Pipeline Database Enrichment (8 Hours @ $40/hr) | 8 | $40.00 | $320.00 |
Asana Workspace Project Board Reorganization & Automated Slack Workflow Setup | 1 | $250.00 | $250.00 |
June executive retainer. Thank you for your partnership. Dedicated operating hours are Monday through Thursday, 9:00 AM – 3:00 PM MT.
Payment due on 1st of month. Remit via ACH direct debit, Stripe auto-billing, or Wise transfer.
Key Clauses to Include on a Virtual Assistant Invoice
Standard invoices leave service providers unprotected. Ensure your billing notes include these essential contract safeguards:
Scope Boundaries & Overage Billing
Retainer covers up to the agreed monthly hours. Any additional tasks or rush weekend assignments requested outside standard scope will be pre-notified and billed at the overage rate of $45/hour.
Non-Rollover of Unused Retainer Hours
Retainer hours are allocated on a monthly calendar basis and do not roll over to subsequent months. Client is encouraged to utilize full allocation within the active billing cycle.
Confidentiality & NDA Compliance
Contractor agrees to maintain strict confidentiality regarding all proprietary business data, passwords, client rosters, and financial accounts accessed during engagement.
Pro Invoicing Tips for Virtual Assistants & Executive Support
Bill retainer packages on the 1st of each month with Net-0 terms so hours are paid before work begins.
Specify that unused hours expire at month-end to prevent clients from hoarding 50 hours into a single week.
Set an explicit overage rate (e.g. $45/hour) on the invoice so additional tasks don't cause billing arguments.
If working cross-border, specify currency (USD) and provide Wise or ACH routing instructions.
Why Virtual Assistants & Executive Support Choose InvoiceNexora
Unlike apps that cut you off with a 3-invoice paywall or force you to give away 3% in processing fees, InvoiceNexora is built for independent operators:
Frequently Asked Questions: Virtual Assistants & Executive Support Invoicing
How do virtual assistants structure monthly retainer invoices?
VAs typically bill a fixed tier (e.g. 20 hours for $800, or 40 hours for $1,500) sent and due on the 1st of the month. If the client consumes all hours before month-end, subsequent hours are billed weekly at an overage rate.
Do virtual assistant hours roll over to the next month?
No. Industry best practice is non-rollover hours. When clients buy a retainer, they are reserving dedicated calendar availability. Rolling hours over creates unpredictable capacity crunches in future months.
How should a virtual assistant invoice international clients?
Invoice in USD with a multi-currency app like InvoiceNexora. Include domestic US routing/account numbers (via Wise or Payoneer) to allow clients to pay via free domestic ACH instead of expensive international wire fees.
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