Free Quote Template for Virtual Assistants
A virtual assistant quote should present tiered retainer packages based on hours per week or month, not a flat hourly rate alone. Clients need to understand what volume of support they are purchasing and what types of tasks each tier covers. Include a list of common tasks with estimated time per task so the client can project their needs accurately.
Virtual Assistant Quote Preview
INVOICE
QUO-2026-003
Issue Date: March 25, 2026
Valid Until: April 8, 2026
From
Apex Virtual Support
hello@apexvirtual.co
123 Creative Ave San Francisco, CA 94105
(555) 123-4567
acmedesign.co
To
Derek Holloway
derek@horizonrealestate.com
456 Innovation Blvd Austin, TX 78701
| Description | Qty | Rate | Amount |
|---|---|---|---|
| Onboarding and Setup | 1 | $175.00 | $175.00 |
| Monthly Retainer (40 hrs at $35/hr) | 1 | $1,400.00 | $1,400.00 |
| Overage Rate (per additional hour) | 1 | $45.00 | $45.00 |
Notes
Thank you for your business!
Terms & Conditions
Payment is due within 15 days of invoice date. Late payments are subject to a 1.5% monthly fee.
Payment Details
Bank: First National Bank
Account Holder: Acme Design Studio
Account: 1234567890
Routing/SWIFT: 021000021
https://paypal.me/acmedesign
This preview uses the Modern style. View all 9 quote styles
What to Include on a Virtual Assistant Quote
Billing Tips for Virtual Assistants
Retainer billing works best for virtual assistant engagements because it gives both you and the client predictability. Offer monthly packages of 10, 20, or 40 hours at a slight discount compared to your ad hoc hourly rate. This incentivizes the client to commit to a package and guarantees you a baseline income each month.
Track your time in 15-minute increments using a tool like Toggl or Clockify, and share the report with your invoice. Clients who see detailed time logs trust you more and dispute invoices less. Avoid rounding up aggressively because virtual assistant work is easy for clients to cross-reference against their own task submissions.
Establish a clear policy for unused retainer hours. Most VAs use a 'use it or lose it' model where hours do not roll over, which protects your availability. If you allow rollover, cap it at one month to prevent clients from banking hours and then requesting a massive surge of work.
Bill software subscriptions and tools as separate pass-through line items. If you purchase a scheduling tool or CRM seat on the client's behalf, list the exact cost and keep your time fee separate. Transparency on these small costs prevents them from becoming friction points during invoice review.
pro tip
Virtual Assistant Rate Ranges and Payment Terms
| Experience Level | Rate Range | Pricing Model | Payment Terms |
|---|---|---|---|
| Entry-level | $15 per hour | Hourly retainer | Monthly retainer, due on the 1st |
| Mid-level | $35 per hour | Hourly retainer | Monthly retainer, due on the 1st |
| Senior / Specialist | $75+ per hour | Hourly retainer | Monthly retainer, due on the 1st |
Rate data reflects 2025-2026 market ranges for freelance virtual assistants in the United States. Rates vary by location, specialization, and project complexity.
How to Create a Virtual Assistant Quote
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Frequently Asked Questions
- How should I price virtual assistant retainer packages?
- Offer a per-hour rate that decreases with volume: for example, $40 per hour for 10 hours, $35 per hour for 20 hours, and $30 per hour for 40 hours. This rewards client commitment and gives you predictable monthly income.
- Should a VA quote include an onboarding fee?
- Yes. Onboarding typically takes 3 to 5 hours for credential setup, tool configuration, and workflow documentation. Charging a one-time onboarding fee sets expectations and compensates you for the upfront investment in learning the client's systems.
- What tasks should be excluded from a VA quote?
- Exclude specialized work that requires licensing or certification: bookkeeping, legal document preparation, medical transcription, and graphic design. List these exclusions explicitly so the client does not assume they are included in a general VA retainer.
- How long should a virtual assistant quote remain valid?
- 14 to 30 days is standard. Your availability and rates may change, and holding a quote open indefinitely locks you into pricing that may not reflect your current workload. Shorter validity periods also create urgency for the client to commit.
- Should I offer a discount for longer VA commitments?
- A small discount (5-10%) for a 3-month or 6-month commitment is reasonable. This gives you income stability and gives the client a cost benefit. Avoid large discounts that undervalue your work just to lock in a contract.
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