Frequently Asked Questions

How should a virtual assistant track and invoice time?

Use a time-tracking tool that logs start and stop times for each task. Export the report and attach it to your invoice so the client can see exactly how their retainer hours were spent. Most clients prefer 15-minute increment rounding over 6-minute legal-style billing.

Should I invoice for time spent learning a client's systems?

Yes, but label it clearly as onboarding or training time. Most clients expect a few hours of ramp-up in the first week. Billing for onboarding is standard practice, but you should be transparent about it in your proposal so there are no surprises.

What happens when a client exceeds their retainer hours?

Invoice the overage at your standard hourly rate or at a pre-agreed overage rate. Notify the client before you exceed the retainer cap so they can approve the additional hours. This prevents billing surprises and maintains trust.

How often should a virtual assistant send invoices?

Monthly invoicing on the same date each cycle is standard for retainer clients. For project-based or ad hoc work, invoice upon completion or bi-weekly for longer engagements. Consistency in your billing cycle helps clients budget and pay on time.

Should I charge for email and message communication time?

Yes, communication is part of your work. Log the time you spend reading instructions, clarifying tasks, and reporting back. Most VAs include a 'communication and coordination' line item on each invoice to capture this legitimate work.