Free document template
Account for remote support without exposing the work
Remote support often crosses inbox management, calendar administration and one-off cleanup projects in the same period. Group work into meaningful service descriptions instead of copying a private activity log into the bill. This sample separates hourly support from a fixed deliverable and leaves client correspondence and access credentials out of the document.
Example document · illustrative amounts
Example virtual assistant invoice
Reference: [Unique billing reference]
From
[Assistant business or legal name and contact]
To
[Client business; approved billing contact]
| Description | Quantity / unit | Rate | Amount |
|---|---|---|---|
| Inbox triage and calendar administration under agreed support scope | 12 hours | $32.00 | $384.00 |
| Organize supplied contact list and prepare agreed import file | 1 project deliverable | $150.00 | $150.00 |
Total (USD): $534.00
Example: fictional USD support amounts illustrate billing, not virtual assistant rate recommendations.
[Name the covered period and reference the approved work summary.]
[Apply any advance support credit and distinguish client-approved additional work.]
How to use the template.
- Reconcile the time log with the service categories and period being billed. Exclude internal business administration unless the client agreed it was billable.
- Summarize tasks without including message contents, contact lists or calendar details. A billing reviewer needs the service category, not the client's private operations.
- Check any retainer or hour-bank arrangement before adding a new unpaid amount. Distinguish included hours from separately approved project work.
- Add the client's purchase-order reference where needed, replace example amounts and review the balance after any advance payment.
Useful answers.
How do I show a monthly retainer?
Describe the covered period and agreed scope. A retainer purchase and work drawn against prepaid hours need a consistent reconciliation so the client is not charged for both as separate unpaid services.
Should task logs accompany the bill?
Send the level of detail agreed with the client through an appropriate channel. Keep private correspondence and credentials out of both the invoice and routine billing attachments.
Can unused hours roll over?
Only under the arrangement you accepted with the client. Show the resulting balance clearly rather than inventing a rollover rule on the invoice.
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