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Accounting and invoicing for virtual assistants

Sorting email, planning appointments, writing invoices, booking travel: virtual assistants work for several clients at once, mostly with hour packages. Saldiqo records time per client, writes the monthly invoice from the hours and shows which clients cost too much time.

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What comes up for virtual assistants

Several clients, few hours

Every client books five to twenty hours a month. Time has to be kept apart cleanly per client.

Quota and extra work

The package covers a fixed number of hours, beyond that you bill by effort.

Clients in several countries

Many virtual assistants work for clients abroad. The tax type has to be right.

How Saldiqo helps

  • Time tracking per clientStart and stop, assigned to the client.
  • Invoice from hoursOpen time becomes the invoice.
  • Recurring invoice for quotasMonthly package on schedule.
  • Reverse chargeFor businesses in the EU.

Typical invoice lines

Examples that often appear on invoices in this industry. You set the prices yourself.

  • Assistance hour package, 10 hours, November
  • Additional hours by effort
  • Travel booking and organisation, flat fee
  • Email and calendar management, month
  • Research, hours
  • Software subscription re-invoiced as per receipt

Tax and invoicing in the UK

What applies to invoices in the UK, in short. As of October 2026.

VAT
Standard rate 20 %, reduced rate 5 % and zero rate 0 %. Saldiqo calculates each invoice line with the rate you pick.
VAT registration
You must register once your taxable turnover passes £90,000 over any 12 months, or you expect to pass it within the next 30 days. You can deregister below £88,000. Until you are registered, your invoices show no VAT, and Saldiqo adds up your 12-month turnover for you.
What goes on an invoice
If you are VAT registered: your VAT number, the tax point, unit prices and the VAT total in pounds. A limited company shows its registered name on every invoice, and its company number, registered office and part of the UK on letters, order forms and the website.
E-invoicing
There is no mandate today. From April 2029 e-invoicing is planned for all B2B and B2G sales that carry VAT, through Peppol. The exact date and standard are not yet in law, and the government’s roadmap follows with the Budget on 28 October 2026.
VAT returns
VAT returns go to HMRC through Making Tax Digital, usually quarterly, due one month and seven days after the period. Saldiqo shows sales and VAT per rate and exports CSV. It does not submit to HMRC, and for Making Tax Digital you need software recognised by HMRC.
Record keeping
Keep VAT records for 6 years.
Late payment
Statutory interest on late business payments is the Bank Rate (3.75 % in the second half of 2026) plus 8 points, so 11.75 %. On top comes fixed compensation of £40, £70 or £100, depending on the amount owed (under £1,000, from £1,000, from £10,000). Consumers have no statutory interest.
Getting paid
Your sort code and account number are on every invoice. Customers pay by Faster Payments or Bacs, and banks check the account name with Confirmation of Payee. There is no QR standard in the UK.

Frequently asked questions

How do I bill hour packages?

You create the package as an item and bill additional hours by effort. You record time with start and stop.

How do I treat clients in the EU?

With the tax type reverse charge. The rule for the client you clear with your tax adviser.

Do virtual assistants in the UK have to charge VAT?

Only once they are VAT registered. Registration is required when taxable turnover passes £90,000 over any 12 months, or is expected to within the next 30 days. Below that you may register voluntarily. If you are not registered, you must not show VAT on your invoices.

Do virtual assistants in the UK need e-invoicing?

Not today. A mandate for B2B and B2G sales with VAT is planned from April 2029, and the details were still open as of October 2026. You can keep sending PDF invoices for now.

How long should virtual assistants keep invoices?

Keep VAT records for 6 years. You can store receipts digitally in Saldiqo. The legal duty to keep records stays with you.

Try Saldiqo for free

Write invoices, match payments, collect receipts and send reminders: free and without a trial period.

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As of October 2026. General information, not legal or tax advice, without guarantee. For your case ask your tax adviser.