Can I bill each client at a different hourly rate?

Yes. Give each client a project with its own hourly rate, and time logged on it uses that rate. Change a rate in Projects or ask Clodou, for example: set the rate on the Harbor Lane Dental project to $40. New entries use the new rate.

How do I track a prepaid block or a monthly package?

Invoice the block, or set the package up as a monthly retainer, then log the hours you work as non-billable time on the client's project so they are not invoiced twice. The project shows the hours logged. Clodou does not count a package down or roll hours over: compare the hours with what was included and bill any overage as its own line.

Can I invoice clients in another currency?

Your workspace currency can be USD, EUR, GBP, CAD, AUD, NZD, INR, SGD, ZAR or AED, and a quote or invoice you create in the chat can use another of these. Amounts are never converted. Invoices built from unbilled time and retainer drafts use the workspace currency, so pick the one most of your clients pay in.

Does Clodou send invoices to my clients by itself?

No. Clodou can email an invoice or a payment reminder, but each email waits for an owner or admin to approve it. The one exception is automatic payment reminders, a Team option you switch on yourself.

Free covers up to 5 clients and 20 AI actions a month, with no separate cap on quotes and invoices (making them in the chat uses AI actions). Solo, with your payment link on invoices, is $29 a month per workspace. Team, with 5 seats and automatic reminders, is $79 a month. Prices are in USD, and the first 14 days are a free Team trial.

Who it's for / Virtual assistants

Invoices for virtual assistants, built from the hours you track

Virtual assistants keep other people's inboxes, calendars and books in order, then catch up on their own admin at night. Most bill by the hour, sell prepaid blocks of hours or a monthly package, and work for several clients at different rates. Clodou keeps the hours for each client and turns them into invoices you check before anything goes out.

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Sound familiar?

Hours kept in a spreadsheet and added up on the last day of the month
A different hourly rate for each client, and the wrong one on an invoice
Package hours used up by the 20th, and the extra time never billed
Your own invoices sent late because client work always comes first

How Clodou helps

A rate for each client

Give each client a project with its own hourly rate, such as $38 for one and $45 for another. Every hour you log there, with the timer on the Time page or a message like "log 45 minutes on Harbor Lane Dental", uses that rate.

Month-end invoices from tracked time

Ask Clodou to invoice a client's unbilled hours and it builds one draft invoice with a line per entry: the date, what you did, the hours and the rate. Those hours are then marked billed, so they are never invoiced twice.

Recurring tasks for recurring work

A weekly report every Monday, bookkeeping on the first of the month: set tasks that repeat weekly or monthly, and each one shows in your morning plan on the day it is due.

How virtual assistants bill, and how Clodou handles it

Hourly, at a rate per client

Many virtual assistants bill by the hour, with a rate that depends on the client or the kind of work. In Clodou each client's project carries its rate, and every entry logged on it, by timer or by message, uses that rate. Clodou bills the minutes you log and does not round them; if your agreement bills in 15-minute increments, log the rounded time. At the end of the month, one message turns a client's unbilled hours into a draft invoice.

Prepaid blocks of hours

Some clients buy a block of hours up front, such as 10 hours for $400, and you work it down. Invoice the block as one line when the client buys it. Then log the hours you work as non-billable time on the client's project, so they are not invoiced a second time, and the project shows how many hours you have logged. Clodou does not count the block down for you, so check the total before it runs out and quote the next block.

Monthly packages with overage

A monthly package includes a set number of hours for a fixed fee, with an agreed rate for extra hours and a rule on whether unused hours roll over. Set the fee up as a retainer: Clodou prepares one draft invoice a month for you to review. Log the included hours as non-billable time on the client's project, and add any overage to that month's draft as its own line at the rate you agreed. Clodou does not carry unused hours forward, so write your rollover rule in the retainer's line or the invoice note.

One month, two clients: hourly work and a package

Step 1
Log 2 hours 30 minutes on Harbor Lane Dental, billable: inbox triage and appointment reminder calls
Adds a 2.5-hour entry worth $95.00 at the project's $38 hourly rate. By the end of October, entries like this add up to 18.5 billable hours on the project.
Step 2
Invoice Harbor Lane Dental for October's unbilled hours
Creates draft invoice INV-0031 with one line per time entry: 18.5 hours at $38, $703.00. The workspace is in USD with no tax set, so that is the total. The hours are marked billed; Undo puts them back for 10 minutes.
Step 3
Set up a retainer for Priya Nair: VA support, 10 hours included, $420 a month from November 1. Extra hours are $45 each.
Finds Priya Nair and creates a monthly retainer of $420 with the line "VA support, 10 hours included, extra hours at $45". Clodou prepares one draft invoice a month from November 1; none is sent on its own.
Step 4
Priya's November came to 12.5 hours. Add the 2.5 extra hours at $45 to her November draft.
Adds a line to draft invoice INV-0034: 2.5 extra hours at $45, $112.50. The draft now totals $532.50. When you ask Clodou to email it, an approval card shows Priya's address and the total first.

Just ask

Log 2 hours 30 minutes on Harbor Lane Dental, billable: inbox triage and reminder calls

Invoice Harbor Lane Dental for October's unbilled hours

Remind me every Monday from November 9 to send Priya her weekly report

Questions

Can I bill each client at a different hourly rate?: Yes. Give each client a project with its own hourly rate, and time logged on it uses that rate. Change a rate in Projects or ask Clodou, for example: set the rate on the Harbor Lane Dental project to $40. New entries use the new rate.
How do I track a prepaid block or a monthly package?: Invoice the block, or set the package up as a monthly retainer, then log the hours you work as non-billable time on the client's project so they are not invoiced twice. The project shows the hours logged. Clodou does not count a package down or roll hours over: compare the hours with what was included and bill any overage as its own line.
Can I round my time to 15 minutes?: Clodou bills the time you log, to the minute, and does not round it. If your agreement bills in 15-minute increments, log the rounded time, for example 45 minutes for a 38-minute call.
Can I invoice clients in another currency?: Your workspace currency can be USD, EUR, GBP, CAD, AUD, NZD, INR, SGD, ZAR or AED, and a quote or invoice you create in the chat can use another of these. Amounts are never converted. Invoices built from unbilled time and retainer drafts use the workspace currency, so pick the one most of your clients pay in.
Does Clodou send invoices to my clients by itself?: No. Clodou can email an invoice or a payment reminder, but each email waits for an owner or admin to approve it. The one exception is automatic payment reminders, a Team option you switch on yourself.
What does it cost?: Free covers up to 5 clients and 20 AI actions a month, with no separate cap on quotes and invoices (making them in the chat uses AI actions). Solo, with your payment link on invoices, is $29 a month per workspace. Team, with 5 seats and automatic reminders, is $79 a month. Prices are in USD, and the first 14 days are a free Team trial.

Guides

Time & billing · November 6, 2026
Hourly Invoice Template: How to Invoice for Hours Worked
Copy a plain-text hourly invoice template and learn what it should show: dates, hours per task, rate and totals, plus rounding, timesheets and a USD example.
10 min read
Time & billing · November 3, 2026
How to Track Billable Hours (and Stop Losing Unbilled Time)
How to track billable hours as a freelancer: what counts as billable, timer vs manual logs, rounding rules, a weekly unbilled-time review and invoice examples.
7 min read
Time & billing · November 3, 2026
How to Bill Retainer Clients: Models and Invoice Examples
How to bill retainer clients: fixed fee, hours bank and value retainers compared, what goes in the agreement, invoice examples and a monthly billing routine.
7 min read

Your whole back office, in one chat

Every new workspace starts with a 14-day trial of Team, no card required. Then stay on Free: up to 5 clients and 20 AI actions a month; quotes and invoices have no separate cap, and making them in the chat uses AI actions.

Free: $0. Solo: $29 a month. Team: $79 a month with 5 seats. Prices per workspace, in USD.

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