VIRTUAL ASSISTANT INVOICE ========================= Disclaimer — not legal advice. This template is provided free of charge, as is and with no warranty of any kind, and using it creates no attorney-client relationship. It is jurisdiction-neutral: you are responsible for adapting it, for your own legal and tax compliance, and for having a qualified professional in your jurisdiction review it before you rely on it. Full terms: https://trycolo.co/terms-of-use [YOUR NAME / BUSINESS NAME] [YOUR ADDRESS], [CITY], [COUNTRY] [YOUR EMAIL] | [YOUR PHONE] Tax ID: [YOUR TAX ID] ------------------------------------------------------------ Bill to ------- [CLIENT LEGAL ENTITY NAME] [CLIENT BILLING ADDRESS] Attention: [CONTACT NAME] | [BILLING EMAIL] Invoice details --------------- Field | Detail -------------- | ------------------------------- Invoice number | [INVOICE NUMBER] Issue date | [DATE — e.g. 1st of the month] Due date | [DATE] Package period | [START DATE] to [END DATE] Overage period | [PREVIOUS MONTH START] to [END] Agreement ref | [AGREEMENT REFERENCE] Currency | [CURRENCY] Package terms ------------- Item | Value ---------------- | --------------------------------------------------------------------- Monthly package | [20] hours, paid in advance Package fee | [CURRENCY] [FEE] Overage rate | [CURRENCY] [RATE] per hour, billed in arrears Time increment | [15] minutes Rollover | [Up to [5] unused hours carry into the next month only / No rollover] Overage approval | Client approval needed beyond [5] overage hours per month ------------------------------------------------------------ Last month's hours summary -------------------------- | Hours ------------------------------------- | ------- Package hours | [20.00] Rolled over from prior month | [0.00] Hours used | [23.50] Overage hours (billed below) | [3.50] Unused hours rolling into this period | [0.00] Hours by category (last month) ------------------------------ Category | Examples | Hours ------------------------- | -------------------------------------------- | ------- Inbox management | Triage, replies, unsubscribe cleanup | [6.00] Calendar and travel | Meeting scheduling, flight and hotel booking | [4.50] Client / customer support | Help desk replies, order queries | [5.00] CRM and data entry | Contact updates, pipeline cleanup | [3.00] Bookkeeping prep | Receipt collection, invoice chasing | [2.50] Social media | Scheduling [N] posts, comment replies | [2.50] Total | | [23.50] Full task log available on request. ------------------------------------------------------------ Charges ------- # | Item | Detail | Qty | Rate | Amount - | ----------------------- | ---------------------------------------- | ------- | ------ | -------- 1 | Monthly package | [20] hours for [MONTH] | 1 | [FEE] | [AMOUNT] 2 | Overage | [MONTH] overage, approved [DATE] | [3.50] | [RATE] | [AMOUNT] 3 | Ad hoc project (if any) | [e.g. Travel itinerary for team offsite] | [HOURS] | [RATE] | [AMOUNT] Reimbursable purchases (at cost) -------------------------------- Date | Item | Paid with | Receipt ref | Amount ------ | -------------------------------------------- | ----------------------- | ----------- | -------- [DATE] | [e.g. Scheduling tool subscription, monthly] | [MY CARD / CLIENT CARD] | [REF] | [AMOUNT] [DATE] | [e.g. Client gift order] | [MY CARD] | [REF] | [AMOUNT] Spending limit without prior approval: [CURRENCY] [LIMIT] per purchase. ------------------------------------------------------------ Totals ------ | --------------------------------------------- | ------------------- Package and hours | [CURRENCY] [AMOUNT] Reimbursable purchases | [CURRENCY] [AMOUNT] Tax at [TAX RATE]% (on [SERVICES ONLY / ALL]) | [CURRENCY] [AMOUNT] Total due | [CURRENCY] [TOTAL] ------------------------------------------------------------ Payment terms ------------- 1. The package is payable in advance by [DUE DATE]. Work on the new period begins when payment is received. 2. Overage and reimbursements are payable on the same due date. 3. Late payment: [LATE PAYMENT TERMS AS AGREED IN YOUR AGREEMENT]. How to pay ---------- - Bank transfer: [ACCOUNT NAME], [BANK], [ACCOUNT / IBAN], [SWIFT / ROUTING] - Card or online: [PAYMENT LINK] ------------------------------------------------------------ How to use this template 1. Send it on the same date every month with the package in advance and overage in arrears. 2. Pull the category hours from your time tracker; keep the detailed log ready. 3. Update the rollover line each month so the client sees the balance. 4. Attach or reference receipts for every purchase. Template provided by Colo (trycolo.co). Not legal advice — review with a qualified professional in your jurisdiction.