Generate and Send Professional Invoices Without Leaving VADesk
VADesk now turns your logged hours into a ready-to-send invoice — with a per-task breakdown, your payment details, and a downloadable PDF. No spreadsheets, no separate billing tool.
Billing is the part of running a VA business that should be simple but rarely is. You track your hours in one place, build an invoice in another, copy-paste numbers across, format it in Google Docs or Word, export a PDF, and finally send it — hoping nothing got miscounted along the way.
VADesk now handles all of that in one place.
From logged hours to invoice in minutes
The new Invoices section sits in your VADesk dashboard. When you're ready to bill a client, click New Invoice, pick the client, and set the date range for the work period. VADesk immediately shows you a live preview of every task you logged time against during that period — descriptions, hours, and amounts — so you can review exactly what you're billing before committing to anything.
No re-entering data. No mental math. The numbers come straight from your time logs.
Once the preview looks right, set your invoice number (VADesk suggests the next one in sequence — INV-001, INV-002 — but you can change it), confirm the issue date, and optionally add a due date, your payment details, and any notes for the client. Hit Create Invoice and it's done.
A snapshot, not a live document
This is worth understanding: when VADesk creates an invoice, it freezes the data. The hours, the tasks, the rate — all locked in at that moment.
That matters because your time logs might change. You might log more hours after billing, update a task description, or adjust a client's rate for future work. None of that touches an invoice once it's been created. What you sent is what it says it is, permanently.
Track the status from draft to paid
Every invoice moves through three stages: Draft, Sent, and Paid.
When you first create an invoice it's a draft — exists in VADesk, hasn't gone anywhere yet. Download the PDF, look it over, and when you're happy, mark it as Sent. That timestamps when it left your hands. When the client pays, mark it Paid and VADesk records that too.
Your invoices list shows the current status of every invoice at a glance. Filter by Draft to see what's pending your review. Filter by Sent to see what's outstanding. Filter by Paid to see what's cleared. You'll always know where you stand.
The PDF is client-ready
The invoice PDF is built for sending. It includes:
- Your VA display name at the top
- The client's name, email, and phone (pulled from their client record)
- Invoice number, issue date, and due date
- A per-task line items table with hours, hourly rate, and amount for each task
- A total row with the final amount due
- Your payment details and any notes, formatted at the bottom
You don't need to redesign it or open it in another tool. Download it and attach it.
Invoicing without a rate
If a client doesn't have an hourly rate set, VADesk still creates the invoice — it just shows hours only, with no amounts. The PDF and line items omit the rate and amount columns. If you bill flat-rate or just need a time summary rather than a money document, it still works.
To add or update a client's hourly rate, go to Clients and edit their record.
Getting paid is the whole point
Everything in VADesk — tracking tasks, logging time, running reports — builds toward this moment. The invoice is where tracked work becomes money in your account.
If you've been logging hours in VADesk, your first invoice is already ready to generate. Open the Invoices section, pick a client, and see what comes up.