How to Invoice as a Virtual Assistant
A step-by-step guide to virtual assistant invoices: hourly or retainer, how to show the hours behind the bill, what to do with hours over the retainer, and how to pass on costs you pay for a client.
A virtual assistant bills in one of two ways: by the hour for the time worked, or with a monthly retainer for a set number of hours. Either way, show the client what the time went on: log it task by task as you work and keep a timesheet ready to send.
Billed's time tracking page says: "Create an hourly rate project, set its hourly rate, and Billed tracks the charge for each task as you log it." It adds: "From the project dashboard you can invoice one task or several at once." For the record behind the bill, the same page says: "Create timesheets from the time you and your team have tracked to see how the team is spending its time, and export them when a client or your accountant needs a copy." A retainer can go on a recurring invoice. Billed's invoice software page says: "For clients you bill on a schedule, set up a recurring profile once. Choose the billing frequency (daily, weekly, monthly or yearly) and how many invoices to send, or keep sending until you stop."
Worked example, using sample figures and leaving out tax: a retainer of 20 hours a month at 35.00 = 700.00 goes out on a recurring invoice. In May you work 24.5 hours, so 4.5 extra hours at 35.00 = 157.50 go on a second invoice, along with a scheduling-tool seat of 15.00 you paid for the client, for 172.50. The client's May total is 700.00 + 172.50 = 872.50.
Step-by-step invoicing guide
- 1
Agree on hourly or retainer billing in writing
Write down your rate, the hours a retainer covers, how hours over it are billed and when each invoice is due.
- 2
Log time by task
Track each task as you do it, such as inbox triage or travel booking. Billed's time tracking page says: "Create an hourly rate project, set its hourly rate, and Billed tracks the charge for each task as you log it."
- 3
Bill the retainer on a recurring profile
Billed's invoice software page says: "For clients you bill on a schedule, set up a recurring profile once. Choose the billing frequency (daily, weekly, monthly or yearly) and how many invoices to send, or keep sending until you stop."
- 4
Bill hours over the retainer on their own invoice
At month end, invoice the hours past the retainer at the rate in your agreement. Billed's time tracking page adds: "From the project dashboard you can invoice one task or several at once."
- 5
Send a timesheet with hourly invoices
Billed's time tracking page says: "Create timesheets from the time you and your team have tracked to see how the team is spending its time, and export them when a client or your accountant needs a copy."
- 6
Bill back what you spent for the client
Record tools or services you bought for the client as their expenses. Billed's help article on creating an invoice says: "If there are any unbilled expenses of a particular client, you can add these expenses to the client's next invoice. The expense will appear as a line item in the invoice."
Tips for virtual assistant invoicing
- Describe tasks in the client's own words, such as calendar management or supplier follow-up.
- Save your hourly rate and retainer packages as items. Billed's help article on items and services says: "You can use these items and services to bill your clients."
- Check a recurring invoice before it goes out. Billed's invoice software page says: "You can choose to send them automatically or save them as drafts to check first."
- Write the month each retainer invoice covers on the invoice.
- Save each receipt for client purchases with that expense.
Common invoicing mistakes to avoid
- Hours past the retainer left off every invoice
- Billing hours the client can't check against a timesheet
- Paying for a client's tools yourself and not billing them
- A retainer invoice that doesn't say which month it covers
- Taking on a one-off project inside the retainer without saying how it will be billed
How this works in Billed
Hourly rate projects
Billed's time tracking page says: "Create an hourly rate project, set its hourly rate, and Billed tracks the charge for each task as you log it." It adds: "From the project dashboard you can invoice one task or several at once."
Timesheets for the client
Billed's time tracking page says: "Create timesheets from the time you and your team have tracked to see how the team is spending its time, and export them when a client or your accountant needs a copy."
Retainers on a schedule
Billed's invoice software page says: "For clients you bill on a schedule, set up a recurring profile once. Choose the billing frequency (daily, weekly, monthly or yearly) and how many invoices to send, or keep sending until you stop." Its FAQ adds: "You can choose to send them automatically or save them as drafts to check first."
Costs you paid on the next invoice
Billed's help article on creating an invoice says: "If there are any unbilled expenses of a particular client, you can add these expenses to the client's next invoice. The expense will appear as a line item in the invoice."
Card and offline payments
Billed's invoice software page says: "Connect your Stripe account and every invoice you send gets a pay button, so clients can pay by card." It also says: "When a client pays by check or cash, record it as an offline payment so all your income is in one place."
Frequently asked questions
Start Invoicing With Billed
Set up your account and send your first invoice with Billed.
At a glance
| Arrangement | On the invoice |
|---|---|
| Hourly work | Hours by task, with a timesheet |
| Monthly retainer | A recurring invoice for the set hours |
| Hours past the retainer | A separate invoice at your rate |
| Tools you paid for | Client expenses on the next invoice |
When this isn't for you
If an agency bills your clients and pays you, the invoices are the agency's to send.