How to Invoice as a Virtual Assistant in California

How to invoice as a virtual assistant in California: CA sales tax 7.25% (services usually exempt), late fees capped at 1.5%/mo under Cal. Civ. Code §3287; §1671 (penalty rule), written contracts required over $500. Step-by-step guide with a free template.

State sales tax
7.25%
Late fee cap
1.5%/mo
Net terms
7 days
Deposit
0%
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1. California-specific invoice requirements

  • Sales tax line: 7.25% state rate. Most services rendered in California are exempt from sales tax — but materials, parts, and tangible goods are not. Services generally exempt; tangible goods taxable. Local rates push combined to 10.75%.
  • Late-fee cap: California statute Cal. Civ. Code §3287; §1671 (penalty rule) caps interest on unpaid invoices at 1.5% per month. Spell out the rate in writing on every invoice and in your contract — courts won't enforce undisclosed fees.
  • Written contract required: California requires a signed agreement for any job over $500. Reference the contract number on the invoice.
  • Right-to-cancel notice: Customers in California get 72-hour cancellation rights on certain home-services contracts. Disclose this in your terms.

2. Virtual Assistant line items + standard terms

Every virtual assistant invoice in California should itemize work clearly. Standard virtual assistants use Net 7 terms with no deposit required.

  • Hourly support — billed by hour (~$45 default).
  • Retainer (monthly hours) — billed by flat.

3. Virtual Assistant licensing in California

No license required.

4. Send and follow up

Send the invoice the same day work completes. Use software that records open events and offers a one-click online payment so you don't need to chase a check by mail. California customers expect digital payment options today — accepting card and ACH typically reduces days-to-paid by 30–50%.

Average invoice
$1,250
State
CA
Net terms
7 days
Deposit
0%

California metro guides

Metro-specific guides include the combined sales-tax rate and local pricing benchmarks.

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