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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 Cyprus

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

VAT
Rates 19 %, 9 %, 5 % and 3 %, plus 0 % until 31 December 2026 for infant milk, nappies, hygiene products and fresh fruit and vegetables.
VAT registration
The threshold is €15,600 of taxable turnover over 12 months, or expected within the next 30 days. If you sell services to businesses in other EU countries, you generally register from the first sale. Until you are registered, Saldiqo leaves VAT off and adds up your turnover.
What goes on an invoice
Even businesses that are not VAT registered must issue invoices and receipts. Companies show their name, HE number, the words “private company” where they apply, and their registered office. Notes such as reverse charge appear in Greek and English.
Invoice timing
Issue invoices within 30 days.
E-invoicing
There is no mandate. Public bodies accept e-invoices (Peppol BIS 3.0) and suppliers send them voluntarily. EU rules follow from 1 July 2030.
VAT returns
VAT4 returns are filed online through TFA, quarterly with staggered periods, by the 10th of the second month after the period, moved to the next working day if it falls on a weekend. Saldiqo does not file returns.
Record keeping
Plan for 10 years. The minimum is 6 years, VAT records can need up to 7 years, and OSS records 10 years.
Late payment
Interest on late business payments is 10.40 %, plus €40 compensation between businesses.
Languages
Use Saldiqo in Greek or English and send invoices in either language.

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 Cyprus have to charge VAT?

Once they are registered, yes. The threshold is €15,600 over 12 months, or expected within 30 days. Services to businesses in other EU countries require registration from the first sale.

Do virtual assistants in Cyprus need e-invoicing?

No. Public bodies accept e-invoices through Peppol and suppliers use it voluntarily. EU rules follow from July 2030, so PDF invoices remain fine today.

How long should virtual assistants keep invoices?

Plan for 10 years: the minimum is 6 years, VAT records can need up to 7 and OSS records 10. 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.