Free Virtual Assistant Invoice Template
Admin support and retainers with VA-standard line items. Pre-filled with realistic items — edit anything in your browser and download a finished PDF in seconds. No signup required, and creating invoices is free.
What's included
- Monthly retainer — 20 hours — 1 — $800.00
- Travel planning project — 1 — $150.00
What virtual assistant work typically bills
| Typical 2026 pricing | US market range |
|---|---|
| General VA, hourly | $25 – $50 |
| Specialist VA (bookkeeping, ops) | $40 – $75 |
| Monthly retainer (20 h) | $400 – $1,000 |
Ranges are typical US market figures for orientation — your city, specialty, and experience move them. Check your local market before quoting.
Example virtual assistant invoice
A finished invoice has line items a client can reconcile at a glance:
Edited in FoxyInvoice, downloaded as PDF
Net 7
| Description | Qty / rate | Amount |
|---|---|---|
| Retainer — 20 hours (used 18 h) | 18 h × $40 | $720.00 |
| Expense — software licenses (pass-through) | 1 × $46 | $46.00 |
| Extra hours beyond retainer (3 h) | 3 h × $42 | $126.00 |
| Total due | $892.00 | |
Show retainer hours used vs. included — "18 of 20 h used" settles every overage question.
How to use it
- Start from these line items — open the template and edit anything.
- Fill in your business name, your client's details, and any price changes.
- Download the finished PDF, or send it straight from FoxyInvoice and get paid online.
Creating and downloading invoices is free. Browse all 16 templates.
Frequently asked questions
Is this invoice template really free?
Yes. Creating and downloading invoices with FoxyInvoice is free — this template included. Paid plans only add extras like recurring invoices, online payments, and multi-user workspaces.
Do I need to create an account?
No signup is required to start from the template: open it, fill in your details, and download the PDF. An account lets you save clients, track payments, and send invoices by email.
Can I change the line items and prices?
Everything is editable. Add, remove, or reprice line items and the totals — including tax — recalculate automatically.
What should a virtual assistant invoice include?
Your business name and contact details, the client’s name, the billing period, retainer hours included vs. used, overage hours at your agreed rate, expenses as pass-through lines at cost, and the total with payment terms. The "included vs. used" line is the whole trick — it makes overages feel like math, not negotiation.
Hourly or monthly retainer for VAs?
Retainers for steady clients (predictable income, no timesheet theater), hourly for sporadic work. A 10/20/40-hour tier structure is common. Whichever you use, mirror it on the invoice so the client sees exactly what the money bought.
Do VAs charge sales tax on services?
Most US states don’t tax administrative services. If you serve EU/UK clients, VAT rules depend on your registration and their location. Attach a tax jurisdiction per invoice in FoxyInvoice when one applies; confirm your own situation once with an accountant.