Bookkeeper and virtual assistant invoice template for packages and hourly work
Bookkeepers and VAs invoice a fixed monthly package for the regular work, hourly for anything outside it, and a separate fee for the quarterly BAS. Software subscriptions bought on the client's behalf are re-billed at cost with GST added. Packages go out on the first of the month and are usually paid by direct debit or transfer within 7 days.
Only a registered BAS agent can lodge a BAS for a client for a fee; everyone else prepares the figures for the client to lodge. Say which one you do on the invoice and quote your registration number if you have one.
Opens the free generator with these line items, terms and notes filled in. Add your details and download the PDF. No account, nothing uploaded.
What the invoice looks like
Sample business, sample client and the preset lines. The generator uses the same renderer, so your PDF matches this.
| Description | Qty | Unit | Unit price | GST | Amount |
|---|---|---|---|---|---|
Monthly bookkeeping package (up to 150 transactions, bank reconciliation, BAS-ready) | 1 | month | $450.00 | 10% | $450.00 |
BAS preparation, quarter ended 30 September | 1 | quarter | $220.00 | 10% | $220.00 |
Virtual assistant support: inbox and scheduling | 10 | hr | $55.00 | 10% | $550.00 |
Accounting software subscription, re-billed at cost | 1 | month | $35.00 | 10% | $35.00 |
Four styles and your own accent colour are available in the generator.
The preset line items
Starting points, priced ex GST. Change the descriptions, quantities and rates to match the job; add or delete lines as you go.
| Description | Qty | Unit | Unit price | GST |
|---|---|---|---|---|
| Monthly bookkeeping package (up to 150 transactions, bank reconciliation, BAS-ready) | 1 | month | $450.00 | 10% |
| BAS preparation, quarter ended 30 September | 1 | quarter | $220.00 | 10% |
| Virtual assistant support: inbox and scheduling | 10 | hr | $55.00 | 10% |
| Accounting software subscription, re-billed at cost | 1 | month | $35.00 | 10% |
Suggested payment terms
Monthly packages are billed on the 1st and due within 7 days by direct debit or bank transfer. Hourly work is billed fortnightly and due within 7 days.
Suggested notes
Period: [month]. BAS lodgement is provided only by a registered BAS agent (registration number [number]); otherwise the figures are prepared for you to lodge through ATO Online.
What must be on a tax invoice
The ATO's list. The template lays each one out for you; it is general information, not tax advice.
- The words "Tax invoice" (an invoice without GST can just say "Invoice")
- Your identity: your business or trading name
- Your ABN
- The date the invoice was issued
- A description of what was sold, with the quantity and the price of each item
- The GST amount, shown separately or as "Total includes GST of $X"
- Which items carry GST if some do and some do not
- For sales of $1,000 or more, the buyer's identity or ABN as well
Worth adding for your trade
- The period the package covers and what is included in it
- Your BAS agent registration number if you lodge for clients
- Re-billed subscriptions as their own lines at cost plus GST
General information only, not tax advice. Check your own situation with a registered tax agent or the ATO.
Questions about invoicing
Can I charge to lodge a client's BAS?
Only if you are a registered BAS agent with the Tax Practitioners Board. Unregistered bookkeepers can prepare and reconcile the figures, but the client lodges. Make the distinction clear on the invoice and in your engagement letter.
Do I charge GST on software I buy for the client?
If you are registered for GST and you re-bill it, yes. Your charge to the client is taxable even if the software provider charged you no GST. Show it as a separate line at cost so the client knows it is a pass-through.
Package or hourly?
A package for the predictable work and hourly for the rest is what most clients prefer, because they know the monthly cost. Put the package limits (transactions, accounts, reports) on the invoice so the extra hours are never a surprise.
General information only, not tax advice. Check your own situation with a registered tax agent or the ATO.
Want it numbered, sent and chased automatically?
FlowFi keeps your clients and invoice numbers, emails each invoice with a pay-online link, marks it viewed when the client opens it, and sends polite reminders at 1, 7 and 14 days overdue. Quotes, recurring invoices and your BAS from the bank statement are included. Pro is $29 a month, the first 14 days are free, and there is no card to enter.
Start your 14-day free trialRelated templates
A fixed-fee engagement phase, extra days, a workshop and expenses billed at cost, with 30-day terms and an engagement reference.
Days worked at a day rate, approved overtime and site travel from the timesheet, with the PO number and 14-day terms.
Website copy as a project, articles per piece, an email sequence and editing by the hour, with deposit and revision terms.