KitebillVirtual assistant invoice template (retainers, hours, tools)
VA invoices get paid when they look like a timesheet the client already agreed — hours or retainer, tools, and what was in scope this period.
Fields a VA invoice should always have
- Period: "Week of 29 Sep" or "October retainer" — not just a due date.
- Engagement type: hourly, weekly retainer, or per-task. Match the Slack/email agreement.
- Timezone: if you work UTC+5 and the client is US Eastern, put both on the invoice or in Notes so "hours this week" is unambiguous.
- Tools billed through: software you bought on their behalf vs software that is your overhead.
- How to pay: the method they already used last month. Changing it without warning delays payouts.
Line-item patterns
| Setup | Example lines | Tip |
|---|---|---|
| Hourly | Inbox & calendar (6.5h × rate) · Research brief (2h) · Meeting notes (1h) | Group by workstream. Attach or link the hours log if they asked for one. |
| Monthly retainer | October VA retainer — up to 20h admin, scheduling, light research | Invoice on the 1st. Note unused hours only if your contract allows rollover. |
| Per-task / project | Podcast show notes × 4 · CRM cleanup (fixed) | Better when the client hates timesheets. |
| Pass-through tools | Canva Pro (Oct, billed to you) · Calendly Teams seat | Same amount you paid, or say the markup. Do not mix with your fee. |
What not to dump on the PDF
A VA often has access to the client's inbox, passwords and customer list. Do not paste confidential snippets into invoice Notes. Describe the work ("processed 42 support tickets") without quoting customer names. Kitebill stores data in your browser; the PDF you email still ends up in the client's AP mailbox.
Overtime, rush and after-hours
- Only bill overtime if the retainer or rate card says so. Surprise 1.5× lines get disputed.
- Rush (same-day turnaround) as its own line, with the time you agreed.
- If you cover public holidays, say so on the invoice for that week so next year's VA can copy the pattern.
Tracking the client, not just one PDF
The generator is one document. The app remembers the client, default currency, and last invoice so you duplicate next month. Free plan: 3 clients / 10 invoices. See client list for freelancers.
Make one now
- Open /generate.
- Period in the description, hours or retainer as lines, tools separate, payment instructions at the bottom.
- Print / Save as PDF, or keep the client in the app.
Pro (US$29 once) adds unlimited clients/invoices, expenses, CSV export and your logo. Bilingual EN/AR/UR labels are already free.
Questions
Should I send a timesheet and an invoice?
If the client asked for hours, attach or link the log. The invoice still needs totals they can pay without opening a spreadsheet.
Can I bill software I bought for the client?
Yes as a pass-through line. Keep the receipt. That is not the same as logging your own SaaS costs in Kitebill Pro expenses.
Does Kitebill track time?
No. It is invoicing and records, not a timer. Export hours from Toggl/Clockify or a spreadsheet, then bill.