Jan 24, 2025 2 min read

How to Invoice as a Executive Assistant: Step-by-Step Guide

Invoicing as a Executive Assistant does not have to be complicated. With the right approach, you can create professional invoices that get you paid faster, impress your clients, and keep your financial records in order. Here is your step-by-step guide.

Step 1: Set Up Your Invoicing System

Before sending your first invoice, set up a consistent system. Choose invoicing software like Paido that lets you create templates, track payments, and send reminders automatically. Add your business details, logo, and default payment terms.

Step 2: Define Your Rates and Terms

As a Executive Assistant, you need to clearly define whether you charge hourly, per project, or on retainer. Include your rates, payment terms, and any additional fees (rush charges, revision fees, travel costs) in your standard agreement and on every invoice.

Step 3: Create Your Invoice

Each invoice should include:

Your name/business name and contact details
Client name and billing information
Unique invoice number
Date of issue and payment due date
Detailed description of work performed
Hours worked or project deliverables
Rate per hour or per project
Any expenses or additional charges
Total amount due
Payment instructions

Step 4: Send and Follow Up

Send your invoice promptly upon completing work. Use email with a PDF attachment or a link to an online invoice. If payment is not received by the due date, send a polite reminder. Tools like Paido automate this entire follow-up process so you never have to chase payments manually.

Tip: Always get a signed agreement or contract before starting work. It protects both you and your client, and gives you legal standing if payment disputes arise.