Virtual assistants handle dozens of small tasks daily. Keeping track of minutes spent on email, scheduling, and billing manually in spreadsheets leads to missed revenue and late client pay.
Clients pre-fund their monthly assistant hours in their wallet. Log every task you perform under Time Logs. At the end of the week, import the logs to an invoice and pay using the wallet.
STEP BY STEP
Create your client's profile in the Zenbooks app.
Load their monthly VA retainer payment into their customer wallet.
Log your hours as you handle administrative tasks, email, or social media.
Import all pending logs to an invoice and pay it using their retainer wallet.
PLATFORM FEATURES
Zenbooks combines invoicing, prepaid client wallets, time tracking, and real-time financial reporting in a single workspace — no third-party integrations or complex setup needed.
Create branded invoices with automatic VAT/GST calculations, multi-currency support, and one-click PDF export.
Load Virtual Assistants & Online Business Managers client deposits into a digital wallet. Settle invoices instantly using the wallet balance — no chasing payments.
Log billable hours per client or project. Import time logs directly into invoices to bill accurately — every hour counted.
Real-time profit and loss reports, expense breakdowns, and balance sheets — always audit-ready and export-ready.
Send professional proposals with itemized line items and payment terms. Convert accepted quotes to invoices in one click.
Configure VAT, GST, or any local tax rate. Issue invoices in AED, SAR, GBP, EUR, USD, AUD and more.
TIME TRACKING — BUILT IN FOR VIRTUAL ASSISTANTS & ONLINE BUSINESS MANAGERS
Track every task hour per client retainer. Generate weekly or monthly invoices automatically from your logged time — stop chasing payments.
Log billable hours against any client or project in seconds
Import time logs directly into invoices with one click
Track total hours, hourly rate, and VAT automatically
Give clients a transparent itemized time breakdown
Filter time logs by date, client, or billing status
SAMPLE TIME LOG — VIRTUAL ASSISTANTS & ONLINE BUSINESS MANAGERS
Initial project consultation
CEO Consulting Client · 2.5 hrs @ AED 35/hr
Deliverable review & revision
CEO Consulting Client · 1.5 hrs @ AED 35/hr
Final delivery & client handoff
CEO Consulting Client · 1.0 hr @ AED 35/hr
Industry playbook
Zenbooks simplifies virtual assistant invoicing by combining time tracking and prepaid wallets. Charge a monthly retainer upfront and credit the client's wallet. Throughout the month, log tasks as they occur. When billing, import the timesheet into a new invoice and draw down the payment from their wallet, keeping balances updated.
VAs spend too much time on admin billing. By setting up a recurring retainer deposit, logging hours in real-time, and using the import feature, you can keep client accounts in sync without manual calculations.
Taxes are recorded dynamically when you generate and pay the invoice using the assistant client's wallet balance.
GETTING STARTED GUIDE
No onboarding calls, no complex setup. Follow these four steps and send your first invoice today — completely free for 14 days.
Sign up in 30 seconds — no credit card required. Your 14-day full-access trial begins immediately.
Add your business name, logo, address, tax registration, and default currency in Settings.
Create a client profile with their contact details. Optionally load their prepaid wallet balance for instant checkout.
Add line items or import time logs, apply VAT, and send a professional PDF invoice in one click.
14-day full-access trial · Cancel anytime · No hidden fees
Select your country to view pre-configured local tax rules (VAT/GST) and currency settings for Virtual Assistants & Online Business Managers:
No more manual spreadsheet balance tracking. Start tracking client prepaid balances on an audit-ready ledger.
No credit card · 14-day free trial · Cancel any time
