Virtual assistant invoice template

How do virtual assistants usually invoice?

Virtual assistants invoice retainer packages of hours in advance at the start of the month, with time tracked and any extra hours invoiced in arrears at a slightly higher rate. Hours are listed with dates and the type of task so the client can see where the time went. Terms are short, typically 7 to 14 days, and most VAs collect by card or direct debit.

Virtual assistants in this example give the customer 14 days to pay. Hourly rates run from £25 to £45.

What should a virtual assistant put on an invoice?

Beyond the legal basics, virtual assistants should:

• Invoice retainer hours in advance and state the rollover rule for unused hours.
• Attach or summarise a time log with dates and tasks for hours outside the retainer.
• Charge extra hours at a stated higher rate than the retainer rate.
• Recharge software or purchases made for the client at cost on separate lines.

Every UK invoice, whatever the trade, must also show:

• a unique, sequential invoice number
• your business name and address (and company number if you trade as a limited company)
• the client’s name and address
• the invoice date and, for VAT invoices, the date of supply if different
• a clear description of each item of work or goods
• the amount due and when it must be paid
• your VAT number, the VAT rate per line and the VAT total, if you are VAT registered

Do virtual assistants charge VAT?

You only charge VAT once registered, which is compulsory when taxable turnover passes £90,000 in any rolling 12 months. Below that, show no VAT line and no VAT number. Once registered, these services are standard rated at 20% for UK clients; services to business clients outside the UK are generally outside the scope of UK VAT.

On the Flat Rate Scheme the sector for virtual assistants is usually “Secretarial services” at 13% of VAT-inclusive turnover, with a 1% discount in the first year of registration. If you spend little on goods you may be a limited cost trader and have to use 16.5% instead. The scheme suits businesses with few VAT-able costs; check it against the standard method with the VAT calculator before joining.