Starting a virtual assistant business offers you the freedom and flexibility to work independently. However, like any self-employed activity, it is important to have the necessary administrative and legal documents to ensure compliance and to protect your business.
Invoice template
An invoice is an essential document that formalizes your service delivery and allows your client to pay your fees. It must include the following information:
Your contact details and those of your client
Invoice date and number
Detailed description of the services provided
Unit price and quantity of each service
Total amount excluding VAT
Applicable VAT rate
Total amount including VAT
Payment method and payment terms
Quotation
A quotation is an informative document you provide to a potential client to detail the services you will perform and their cost. It must be clear, precise, and transparent. The quotation should include the same information as the invoice.
Timesheet
A timesheet is an optional document, but it can be useful for some clients, especially for ad’hoc projects. It allows you to track the time spent on each task or project, thereby justifying the amount on your invoice. The timesheet should include the date, task description, time spent, and hourly rate.
Client contract
The contract set the rules between you and your clients. It should be drafted by a lawyer to ensure it complies with the law and protect your interests. The contract should cover several aspects of your collaborations:
Parties' commitments: Clarify the expectations of both parties to avoid misunderstandings.
Confidentiality and data protection: Ensure the protection of your clients' sensitive information.
Duration and termination: Outline the end of the collaboration.
Limitation of liability: Protect yourself in case of errors or losses resulting from your services.
Equipping yourself with the necessary administrative and legal documents is a crucial step for launching your virtual assistant business with peace of mind.
The Starter Kit offers a complete set of documents including a model of client contract (Word) verified by Me. Redzepi (www.redzepi-avocats.ch), an invoice template (Excel), a quotation template (Excel), a timesheet file (Excel), and six email templates (Word).
Don’t let uncertainty jeopardize your virtual assistant business. Invest in the Starter Kit and enjoy the peace of mind you need.