1. What every virtual assistant invoice must include
A compliant virtual assistant invoice has eight parts: your business name and contact info, a unique invoice number, issue date, payment due date, the customer's name and address, an itemized list of work, the total amount due, and accepted payment methods. If you're collecting sales tax, that line is required too.
2. Set your line items
Most virtual assistants structure invoices around these 2 categories:
- Hourly support — billed by hour at a ~$45 default.
- Retainer (monthly hours) — billed by flat.
3. Set payment terms
The standard for virtual assistants is Net 7 — payment due within 7 days of the invoice date.0 Spell out late-fee terms (most states cap monthly late fees around 1.5%) and accepted payment methods on the invoice itself.
4. Licensing & legal disclosures
No license required.
5. Send and follow up
Send the invoice the same day work is completed (or upon milestone for larger projects). Use software that tracks opens and lets the customer pay by card or bank transfer in one click — the average virtual assistant-class invoice gets paid 2× faster when the customer can pay online without leaving their inbox.
State-by-state virtual assistant invoicing guides
State rules differ on sales tax, statutory late fees, and contractor disclosure requirements. Pick your state for a guide tuned to local law.
- Alabama
- Alaska
- Arizona
- Arkansas
- California
- Colorado
- Connecticut
- Delaware
- District of Columbia
- Florida
- Georgia
- Hawaii
- Idaho
- Illinois
- Indiana
- Iowa
- Kansas
- Kentucky
- Louisiana
- Maine
- Maryland
- Massachusetts
- Michigan
- Minnesota
- Mississippi
- Missouri
- Montana
- Nebraska
- Nevada
- New Hampshire
- New Jersey
- New Mexico
- New York
- North Carolina
- North Dakota
- Ohio
- Oklahoma
- Oregon
- Pennsylvania
- Rhode Island
- South Carolina
- South Dakota
- Tennessee
- Texas
- Utah
- Vermont
- Virginia
- Washington
- West Virginia
- Wisconsin
- Wyoming