Quick answer
A virtual assistant invoice in Australia should include your business details (including ABN), an invoice number, dates, a clear description of the work (hours worked or package), the rate, GST (if registered), and payment terms.
Use the copy/paste template below, or automate ongoing clients with Free Invoice App (Starter plan includes 7 sends/month, no credit card).
The solution (manual first, then faster)
Option A: Use a manual template (good in a pinch)
Manual templates work when you just need something you can copy into an email or PDF.
Option B: Use Free Invoice App (faster, more consistent)
- Save each client once, reuse forever
- Generate a clean PDF instantly
- Email invoices and track status (draft / sent / paid)
- Upgrade only when you need it: Starter (7 sends/month), Pro (250 sends/month + recurring), Pro+ (unlimited + custom domain + team)
Free virtual assistant tax invoice template (copy/paste)
Copy this into a document. If you’re GST-registered, label it “Tax Invoice” and include GST amounts.
TAX INVOICE (if GST-registered) From: Business name: [Your Name / VA Business Name] ABN: [Your ABN] Email: [Email] Phone: [Phone] Bill To: Client name: [Client Name] Company: [Company] Email: [Client Email] Invoice details: Invoice number: [INV-0001] Invoice date: [DD/MM/YYYY] Due date: [DD/MM/YYYY] Period: [1–31 May 2026] Work this period: - [Inbox & calendar management — 8 hrs @ $X] $[amount] - [Social media scheduling — 4 hrs @ $X] $[amount] - [Monthly retainer package] $[amount] - [Additional hours over package] $[amount] Subtotal (ex GST): $[amount] GST (10%): $[amount] (only if GST-registered) Total: $[amount] Payment terms: - Payment due in [7/14] days - Bank transfer to: [Account name / BSB / Account] - Reference: Invoice number Notes: - Thanks for your business.
Retainers and ongoing clients
Most VAs work on monthly retainers. Instead of rebuilding the invoice each month, set up a recurring invoice so the retainer goes out automatically on the same day — then add a one-off line for any hours over the package. Our freelancer invoicing guide covers payment terms and scope wording.
What needs to be on a VA’s tax invoice in Australia?
- Words “Tax Invoice” (if GST-registered)
- Your business name and ABN
- The invoice date and a unique invoice number
- A clear description of the work or package supplied
- The total amount payable
- GST amount (or that the total includes GST)
Note: This is general information and not tax advice.
Features virtual assistants tend to use most
- Recurring invoices (Pro): automate monthly retainers.
- Scheduled sending (Pro): queue invoices for the 1st of the month.
- Custom domain (Pro+): send from your own business email for a professional look.
- Team access (Pro+): add a contractor as an Editor if you sub-contract work.
Conclusion: send your VA invoice today
Copy/paste the template above for a one-off, or set up recurring billing for your retainer clients with Free Invoice App.