Hourly, retainer, and project billing that clients trust
Virtual assistants juggle three billing models at once — hourly tracking, monthly retainers, and fixed project fees — and clients get confused when the models mix on one invoice. Retainer clients expect a clean monthly summary showing hours used against hours purchased. Hourly clients want to see what the time bought, so brief task descriptions next to each time block dramatically reduce 'what did I pay for' questions.
Your business
Bill to
Document details
Line items
Currency, tax & discount
Notes
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INVOICE
From
Your business details will appear here.
Bill to
Client details will appear here.
| Description | Qty | Rate | Amount |
|---|---|---|---|
| — | 1 | $0.00 | $0.00 |
| Subtotal | $0.00 |
| Tax (0%) | $0.00 |
| Total due | $0.00 |
Sample line items for virtual assistants
| Description | Qty | Rate |
|---|---|---|
| Admin support — inbox + calendar management (tracked hours) | 18 | $35 |
| Monthly retainer — 20 hrs/mo social media management | 1 | $600 |
Example amounts only — replace with your own rates in the generator above.
Billing tips for virtual assistants
- Track time with a tool and attach or summarize the log on hourly invoices — itemized time is what separates trusted VAs from disputed ones.
- On retainer invoices, show 'hours used vs. hours included' and state your rollover policy (most retainers do not roll over).
- Bill retainers at the start of the month, not the end — it aligns your cash flow with the client's commitment.
- Separate project fees from ongoing hourly work on different invoices so one-off projects never muddy the retainer accounting.
Frequently asked questions
Hourly or retainer — which should I offer clients?
Offer both: hourly for trial periods and variable workloads, retainers for steady ongoing support. Retainers give you predictable income and give clients priority access — most VAs convert good hourly clients to retainers within a few months.
Do unused retainer hours roll over?
Most retainers are use-it-or-lose-it, which is what makes them valuable to you. State the policy clearly in your agreement and on the invoice — '20 hrs included, 3 unused hrs expire 10/31' — so there are no surprises.
How detailed should my time entries be?
One clear line per task block is enough: 'Inbox triage and flagging — 2.5h' beats a bare 'admin work — 2.5h'. Clients pay faster when they can picture the work, and it doubles as your record if a scope question comes up.
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