Virtual Assistant Invoicing

Virtual assistants handle email, scheduling, data entry, customer support, bookkeeping, social media, research. The problem is this: if you don't itemize, clients think you're just "available" and keep piling on tasks.

Monthly retainer with defined scope

Most VA relationships work on monthly retainer. $800/month for 20 hours of general admin. Break it down on the invoice: "Email and calendar management (8 hrs), data entry (7 hrs), social media scheduling (5 hrs)."

Client sees what they're getting. If they need 40 hours next month, that's $1,600. No ambiguity.

What to track and itemize

• Email management and responses
• Calendar and scheduling
• Research and data gathering
• Data entry
• Customer support messages
• Social media posting and scheduling
• Invoice processing and bookkeeping
• Project coordination and follow-ups

Overflow billing

Some month they need 30 hours instead of 20? Bill separately for the extra 10 hours at your hourly rate (usually higher than the retainer breaks down to).