Free Virtual Assistant Invoice Generator
Bill your VA hours by task category or retainer block, add your logo, and download a professional PDF invoice — free, no sign-up.
Saved invoices
Saved automatically in your browser.
Your business name
INVOICE
INV-001
Billed to
Client name
| Description | Qty | Rate | Amount |
|---|---|---|---|
| Item description | 1 | — | $0.00 |
- Subtotal
- $0.00
- Total
- $0.00
Invoicing as a virtual assistant
Most VAs bill monthly, and the clearest format is one line per task category — inbox management, scheduling, research, data entry — with the month's hours in the quantity column and your rate in the rate column. Quantities take decimals, so 3.25 hours straight from your time tracker goes in exactly as tracked and the line total works itself out. Grouping by category also shows the client where their hours went, which heads off the "what did I pay for" email.
If you sell retainer blocks instead, enter the block as a single line — "20-hour monthly retainer, July" with quantity 1 and the block price as the rate. Use the notes field for the terms a retainer lives or dies by: what's in scope, whether unused hours roll over, and your rate for hours beyond the block. Restating that on every invoice means it's agreed in writing each month, not remembered differently later.
VA work crosses borders constantly, so pick the client's currency from the 20 in the dropdown — a US client sees USD, a UK client GBP — and the totals format in that currency on the PDF. Your draft autosaves in the browser, so next month you open the page, update the invoice number and dates, adjust the hours, and download the new PDF.
Five task categories, one month of hours
This is a month of general support for a small real estate brokerage, billed purely by the hour with no flat fee anywhere on it. The hours came straight out of the time tracker and were grouped into five task categories, each carrying the rate agreed for that kind of work — routine data entry bills lower than newsletter writing or client-facing follow-up. Nothing is rounded up, and nothing is blended into a single average rate.
| Description | Qty | Rate | Amount |
|---|---|---|---|
| Inbox management and client correspondence | 14.5 | $32.00 | $464.00 |
| Calendar management and travel booking | 6.25 | $32.00 | $200.00 |
| CRM data entry and listing updates | 9.75 | $28.00 | $273.00 |
| Buyer lead follow-up and appointment setting | 7.25 | $34.00 | $246.50 |
| Monthly newsletter drafting and scheduling | 4.5 | $35.00 | $157.50 |
| Subtotal | $1,341.00 | ||
| Total due | $1,341.00 | ||
Hours go in exactly as the tracker recorded them — 6.25, not "about six" — and splitting them by task category shows the client where the month actually went.
How detailed should a VA invoice be?
Hours by task category
Break the month into a handful of categories — inbox, scheduling, research, data entry — instead of one "VA services" line, so the client can see which work ate the hours.
Exact decimal hours
The quantity column accepts decimals, so enter 3.25 straight from your time tracker rather than rounding up to the nearest half hour.
Retainer block and overage
Bill a prepaid block as one line at quantity 1 with the block price as the rate, then list hours beyond it as separate lines at your overage rate.
Rollover terms in notes
Use the notes field to restate whether unused hours roll over, what's in scope, and your rate past the block — there's no field for retainer terms, and this keeps it agreed in writing each month.
One rate per line, not a blended one
If data entry bills lower than writing or client-facing calls, give each rate its own line instead of averaging everything into one number, so the client sees what each kind of work costs and you never have to defend the mix.
How to create an invoice online
- 1
Fill in the details
Add your business info, your client, line items, tax, and an optional logo or discount.
- 2
Watch the live preview
The invoice updates as you type, so you always see exactly what your client will receive.
- 3
Download the PDF
One click generates a clean, professional PDF invoice — free and without a watermark.
A simple invoice maker for freelancers and small businesses
Everything you need to bill a client properly — and nothing you don't. Create an invoice, check the live preview, download the PDF, get paid.
Instant PDF download
Generate a polished A4 invoice PDF in one click — no waiting, no email required.
No sign-up, no watermark
Completely free to use. Your invoice is yours, with no branding stamped on it.
Private by design
Everything happens in your browser. Your invoice data never touches a server.
Logo, tax & discounts
Add your logo, any tax label and rate (VAT, GST, sales tax), and percentage or fixed discounts.
Saves as you type
Your draft is stored locally in your browser, so an accidental tab close loses nothing.
20 currencies
Invoice in USD, EUR, GBP, INR, JPY and more, with correct rounding for each currency.
Frequently asked questions
How do I invoice a retainer versus hourly work?
Enter a retainer as one line — the block description ("20-hour retainer, July"), quantity 1, and the block price as the rate. For hourly work, use one line per task category with the hours as the quantity — and both can sit on the same invoice if a client used hours beyond their block.
Can I bill the exact hours from my time tracker?
Yes — quantities take decimals, so 3.25 hours goes in exactly as tracked. Keep the invoice readable by totalling tracked hours per task category — inbox, scheduling, research — rather than pasting in every timer entry.
How do I invoice a client in another country?
Pick their currency from the 20 in the dropdown — USD, EUR, GBP, AUD, and more — and the totals format in that currency. The tool doesn't convert amounts, so quote and bill in one currency and let your payment platform handle the exchange.
Do virtual assistants charge tax?
It depends on where you're registered and where the client is — services sold to overseas clients often fall outside local VAT or sales tax, but rules vary. If you do charge, set the label and rate and it's calculated on the subtotal; if not, leave it empty and check with an accountant.