Built for virtual assistants
Invoicing built for VAs who juggle retainers, hourly work, and multiple clients at once.
You keep your clients organized. Your billing should be just as clean. WaffleInvoice gives virtual assistants recurring retainer invoices, hourly billing, automatic reminders, and a client portal - free.
No credit card required. Free forever for unlimited invoices.
Sound familiar?
The invoicing problems virtual assistants actually face.
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Rebuilding the same retainer invoice every month
You have 3, 5, maybe 8 clients on monthly retainers. Every month you duplicate last month's invoice, update the date, and send it again. It takes time and it's easy to miss someone.
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Hourly work doesn't fit neatly into one invoice format
Some clients are retainer, some are hourly, some are project-based. Managing all three billing models from a single PDF template or spreadsheet is messy.
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Chasing late payments manually
You send the invoice, then a week later you're writing a polite follow-up email. Then another one. Then a slightly less polite one. The admin takes longer than the work itself.
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Client billing history is scattered across inboxes
Which invoice did you send this client in January? Did they pay? You're searching old email threads when you should be focused on client work.
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Collecting payment is more friction than it needs to be
Clients ask if you take Venmo, PayPal, bank transfer, or check. You're managing multiple payment methods with no clean record of what came in from where.
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Estimates and scope agreements live outside your billing
You scope the work in one email, invoice in another tool, and track payment somewhere else. When a client questions a charge, you're piecing together context from three places.
The fix
One place for retainers, hourly invoices, reminders, and client records.
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Recurring retainer invoices that run themselves
Set up a monthly retainer once. WaffleInvoice sends it on the same date each cycle with automatic reminders - no rebuilding, no manual sending, no missed billing cycles.
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Hourly and project invoices in the same tool
Bill retainer clients with recurring invoices and hourly clients with line-item invoices. Both billing models work in one place with the same client record.
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Automatic payment reminders before and after due dates
Set reminder rules once per client. WaffleInvoice sends them automatically - before the due date and after if the invoice is still open. You stop chasing.
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Online payments via ACH and card
Clients pay directly from the invoice link by bank transfer or credit card. No more managing multiple payment apps or waiting for checks to clear.
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Client portal with full billing history
Every client gets a portal where they can view invoices, download receipts, and track payment status themselves. No more "can you resend that?" requests.
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Estimates that convert to invoices in one click
Send a scope estimate for client approval, then convert the accepted estimate into an invoice without retyping the line items. The billing trail stays connected.
Your workflow
From scope agreed to retainer running on autopilot.
Set up the client
Add the client once with their billing details, rate, and terms. Every invoice you send inherits that context automatically.
Send the first invoice
Create the retainer or project invoice. On Pro, set it to recur monthly so it sends and reminds automatically each cycle.
Client pays online
They click the invoice link and pay by card or ACH. You get notified. No manual reconciliation.
Track every client at a glance
Your dashboard shows which clients are current, which invoices are overdue, and what's outstanding - across all your clients at once.
Works for every VA specialty
Whether you do admin, social media, bookkeeping, or tech support.
General admin VAs
Manage monthly retainer invoices for multiple clients without rebuilding them each cycle. Set up once, bill consistently, track payment status in one dashboard.
Social media VAs
Invoice for monthly content packages with clear line items - content creation hours, scheduling, reporting. Recurring billing handles repeat clients automatically.
Executive assistants
Bill high-value clients with professional branded invoices, estimate-to-invoice workflows for project scope, and a client portal that matches the level of service you provide.
Bookkeeping VAs
Keep your own billing as clean as your clients'. Recurring monthly invoices, online payments, and a complete billing history ready when your clients need documentation.
Tech and operations VAs
Invoice for implementation projects with line-item breakdowns, attach supporting documentation to invoices, and track payment status without switching between tools.
Marketing and content VAs
Handle retainer billing and one-off project invoices in the same tool. Mix hourly, fixed-fee, and package billing across different clients without a separate system for each.
Free - $0/month
- Unlimited invoices - no cap, no trial
- Unlimited clients
- Branded invoices with your logo
- Estimates with client approval flow
- Client portal for invoice history
- PDF downloads and shareable links
- Manual payment tracking
Pro - $19/month
Upgrade when you need recurring invoices for monthly retainers, automatic payment reminders, and online ACH or card collection - so your billing runs while you focus on client work.
- Everything in Free, plus:
- Recurring invoices for monthly retainers
- Automatic payment reminders
- Online payments via Stripe (ACH + card)
- Email delivery direct from the app
- Time tracking + advanced reporting
FAQs
Common questions from virtual assistants.
Is WaffleInvoice free for virtual assistants?
Yes. The free plan includes unlimited invoices, unlimited clients, branded invoices, estimates with client approval, and a client portal. No trial period and no credit card required.
Can I set up recurring retainer invoices?
Yes. Recurring invoices are a Pro plan feature. Set up the retainer once with the billing amount, cycle date, and client - WaffleInvoice sends and reminds automatically each month.
How do I handle clients on different billing models?
WaffleInvoice supports both recurring invoices for retainer clients and one-off invoices for hourly or project work. All clients and invoices are in the same dashboard.
Can clients pay online instead of via PayPal or check?
Yes. On the Pro plan, clients pay by credit card or ACH bank transfer directly from the invoice link. Payment is tracked automatically in WaffleInvoice.
How do automatic payment reminders work?
On the Pro plan, you set reminder rules when you create the invoice. WaffleInvoice sends reminders before the due date and after if the invoice is still unpaid - no manual follow-up needed.
Can I send estimates before invoicing for a new project?
Yes. Create an estimate, share it with the client for approval, and convert the accepted estimate into an invoice with one click. The line items carry over so you don't retype anything.
What if I have 10 or more clients on retainers?
WaffleInvoice handles unlimited clients on both the free and Pro plan. Your dashboard shows all client billing status at once - outstanding balances, overdue invoices, and upcoming due dates.
Ready to put your retainer billing on autopilot?
Send your first invoice in under two minutes.
Replace the spreadsheet, the manual PayPal requests, and the late-payment follow-up emails with a professional invoicing workflow that runs itself. Free forever.
From the blog
How to Invoice Clients as a Virtual Assistant
Retainer billing, overage handling, managing 10+ clients, and automating the follow-up workflow.
Recurring Invoice Guide
How to set up automatic monthly invoices for retainer clients so billing runs itself.
How to Get Paid Faster as a Freelancer
10 proven strategies to reduce late payments and cut your average collection time.
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