Invoice Software forVirtual Assistants
Bill hourly, retainer, and package clients from one place and get paid on time without sending a single follow-up email.
No credit card required.
The Problem
Why VA billing needs more flexibility than most invoicing tools offer
Virtual assistants bill in more different ways than almost any other service business. One client pays hourly. Another is on a flat monthly retainer for a fixed set of tasks. A third pre-buys a package of hours that gets drawn down as work happens. It's common for a single VA to run all three models across a client list of five, ten, or twenty people, often across multiple time zones and currencies.
Most invoicing tools are built for one billing method at a time. That's a problem when half a VA's income comes from retainers that need to go out automatically every month, and the other half comes from hourly or package clients who need a one-off invoice whenever hours are used.
The practical cost is time that should be billable getting spent on billing instead: rebuilding invoices from scratch for every client, manually tracking which retainer went out and which didn't, and occasionally missing a month's invoice entirely because there was no system reminding anyone it was due.
What Alfaa Handles
What Alfaa handles for virtual assistants
Bill however each client pays
Set hourly, retainer, or package-based billing per client, not per account, so a mixed client list doesn't mean juggling separate tools.
Retainers that send themselves
Set the amount, client, and billing date once, and Alfaa generates and sends the invoice automatically every month.
One-off invoices for hourly or package work
Raise an invoice the moment hours are used or a package is drawn down, without rebuilding the format from a template every time.
One client record, every billing type
A retainer client and an hourly client both live in the same workspace, with a full invoice history attached to each.
Multi-currency billing
Invoice clients in their own currency, which matters for VAs since a large share of clients are based in a different country.
Invoices that look professional, not generic
Send through Gmail, Google Workspace, or your own domain, so clients see your name and business, not a billing platform address.
How It Works
How virtual assistants actually use Alfaa
Setting up a new retainer client
Add the client once, set the monthly amount and billing date, and the invoice sends itself every cycle without any manual follow-up.
Billing an hourly client at the end of the month
Raise a one-off invoice for the hours worked, tied to the same client record used for any other work with them.
Checking what's outstanding before a slow week
Open the dashboard and see what's invoiced, what's paid, and what's still pending across every client and billing type, without checking three separate spreadsheets or a stack of old emails.
Switching to Alfaa
Switching from spreadsheets or manual invoicing
Most VAs come to Alfaa from one of two places: a basic invoice generator that only handles one billing format cleanly, or manual invoicing in a Word template or spreadsheet that starts breaking down once the client list grows past a handful of people.
The shift from a single-format tool is about not having to force a retainer client into an hourly template, or the reverse. The shift from manual invoicing is about consistency, invoices that go out on time every cycle instead of whenever there's a spare hour to build them by hand.
Experience it yourself — start free, no credit card needed.
5-minute setup. Cancel anytime.
Who This Is For
Made for how virtual assistants bill
Solo virtual assistants
Managing a mix of hourly and retainer clients.
VAs offering pre-paid hour packages
Alongside ongoing retainers.
Virtual assistants with international clients
Working across multiple currencies and time zones.
VA agencies
Billing a growing roster of clients under one brand.
At Every Stage
Built for virtual assistants at every stage
For VAs testing the workflow
Run your first hourly, retainer, or package invoices during the 14-day trial before committing to a plan.
For VAs with a growing client list
Manage mixed billing types across more clients without billing eating into hours you could be spending on client work.
For VA agencies
Keep every client's billing history organized and searchable as the team and client roster both grow.
Frequently asked questions
Everything you need to know about invoicing for virtual assistants
The best invoicing software for a virtual assistant supports hourly billing, monthly retainers, and pre-paid hour packages, since VAs often use more than one model across their client list. Alfaa handles all three from one dashboard.
Yes. Each client's billing method is set independently, so an hourly client and a retainer client can both be managed from the same workspace.
Yes. Set the amount, client, and billing date once, and Alfaa generates and sends the invoice automatically every cycle.
No. Alfaa handles invoicing and billing, not bookkeeping or accounting. Most VAs run it alongside their accounting software or hand invoice records to a bookkeeper at tax time.
Yes. Invoices can be set to a client's local currency, which matters for VAs since a large share of virtual assistant clients are based in a different country than the VA.
Stop rebuilding invoices from scratch for every client and every billing type
Start invoicing hourly, retainer, and package clients from one platform.
No credit card required · 14-day free trial · Hourly, retainer & package