Virtual Assistant Invoice Template enables a summary of the services that require payment from the entity that has commissioned or hired your virtual assistant services. Naturally, billing this entity should generate a paper trail consisting of why this entity owes your Company payment and whether it has been paid or not. By making sure that one document in your filing system will contain a set amount of facts regarding the job specifics and the Client, you set up an efficient method of discussing or collecting on the virtual assistance charges owed by that Client.

How to Write in PDF and MS Word

Download: Adobe PDF & Microsoft Word (.docx)

1 – Save The Virtual Assistant Invoice To Your Computer

Download the PDF or Word documents available through the links above to your machine. Either file grants you the ability to bill a Business Entity for virtual assistance

2 – Identify The Virtual Assistant And Customer

Input the Virtual Assistant’s professional name in the “Company Name” field.        Generate the legal name of the Virtual Assistant sending this document on the blank line attached to the text-label “Name.” You should follow through on the requests for information with the business address of the Virtual Assistant on the next three blank lines. Each one of these next three will bear a different address item label where you should record the item being used as a label. For instance, report the building number, street name/number, and apartment number of the Virtual Assistant’s mailing address in “Street Address.” Record the remainder of this address (“City, State, Country,” “Zip Code”) on the next two lines
The “Phone” number where the Virtual Assistant can be called is the next required item. Input this information then proceed with the Virtual Assistant’s “E-mail” address.”

3 – Bill The Business Entity With A Unique Number

The Virtual Assistance “Invoice #” required by this document will be the next item you must furnish. Look for the first blank line in the shaded area after the heading then produce this material accordingly.     Document the “Date” when this invoice will apply to the Virtual Assistant Client on the blank line directly across the shaded area from the invoice number.     Next, attach the Virtual Assistant Client to this paperwork by naming him or her in the “Bill To” section that immediately follows the invoice information you supplied above. The blank line labeled with the word “Name” will accept this entity’s identity.     Record the Virtual Assistant Client’s building number, street name or street number, and suite number to the “Street Address” line. Continue the Virtual Assistant’s billing information with the appropriate “City, State, Country,” and “ZIP Code” entered on the next couple of blank lines.       

4 – The Virtual Assistance Provided Should Be Accurately Defined

The “Description” of the virtual assistance being billed must be placed in the invoice table’s left-hand box. There is enough freedom in this box to give an item-by-item breakdown of the assistance that must be paid for or a summary such as plan, contract, or pay period.        On the right, in the “Amount” box, produce the dollar value(s) for the assistance you have described.
The “Subtotal” field in the right-hand column will continue the table by requesting you add every dollar “Amount” to one figure and report this value to its contents. It may be appropriate (and required) for the Virtual Assistant to charge taxes. A specific field, “Tax,” will accept the tax amount that must be charged.       Finally, the Virtual Assistant’s “Subtotal” and “Tax” values should be produced as one sum in the box “Total.”                 

5 – Deliver Payment Instructions Or Comments As Needed

The “Payment…” sentence near the end of this invoice will allow you to place a payment deadline on this invoice. This should be measured as “Days” and reported on the blank line in this sentence.                   The “Comments Or Special Instructions” label will begin the final area o this invoice. This is an optional area that you may use to deliver more content to this paperwork for the Client’s benefit                         

How to Write in MS Excel

Download: Microsoft Excel (.xlsx)

1 – The Invoice On This Page Is Accessible As An Excel Document

Acquire the excel version of this invoice to bill your Virtual Assistant Clients. Two options are available for this file. You may choose the button labeled “Excel” under the image or the similarly designated link above.

2 – Identify The Virtual Assistance Business

Import the Virtual Assistant logo or banner to cell A1  then, once completed, since the official name of the Virtual Assistant Business is the next required item, record the “Company Name” of the Virtual Assistant Business in cell A2.          Deliver the legal name of the Virtual Assistant or a Representative of the Virtual Assistant Business in cell A3.      The Virtual Assistant’s billing address must be displayed in the header along with the identity information you have recorded. The “Street Address” field (cell A4), “City, State, Country” field (cell A5) , and “ZIP Code” field (cell A6) have been included in this header area so that you can input it line-by-line and cell-by-cell.   Present Virtual Assistant’s current “E-Mail” address in cell A7 then his or her telephone number in cell A8.           

3 – Bill The Virtual Assistance Client

This paperwork will need to be identified somehow in the future using one of its items. Naturally, we cannot use items such as the services provided, the Client’s identity, or even the amount owed since potentially none of these are unique items in your filing system. Thus, a unique number should be produced strictly to name this paperwork and should be placed in cell F4 as the invoice number. Additionally, the calendar “Date” in cell H4 should be verified as the invoice date you when you wish to apply this to the Virtual Assistant’s account with your company.                  Attach the invoice number you’ve just defined to the Virtual Assistant Client by recording his or her identity on the line “Name.”             The Virtual Assistant Client’s mailing address should now be presented in cells A12 (“Street Address”) through A14 (“ZIP Code”).

4 – Utilize An Optional Area To Provide Payment Instructions And Comments

The invoice table on this sheet is composed of two cells on the first row and four cells in the second column. We will start the process of filling in this table with cell A17. Describe the assistance the Client needed in this box. Record it in a manner similar to the way this job was requested by the Client Thus if it is the result of a contract, cite the contract name. If this was ordered per service, then list the services.          The field in cell H17 expects a report on the price for the item(s) recorded on the left. Supply this dollar value without any taxes added to it.       The field in the next cell down (cell H18) requires the total sum of all the values recorded in H17.
All taxes being charged to Virtual Assistance Client with the “Subtotal” above must be listed in cell H18.         Add the previous two cells you reported (cell H18 and H19) in cell H20 (Total).     Replace the bracketed hashtag symbol in cell H21’s contents (“Payment Is Due In…”) with how much time the Client has to submit payment. Report this number of “Days” just before the word “…Days” in this statement.                 If anything has been left out for this Client but still must be included so this invoice may be completed properly, then input the remaining content to cell A22 in the space provided.