Virtual Assistant Business Manager Spreadsheet | Retainer Hours Bank, Invoice Tracker and Effective Rate Board

You sold Harbor Legal 40 hours. They have used 46.5 — and the month is not over.

Most VA trackers are a timesheet and a prayer. This one watches every client's retainer hours bank for you: who is burning past their paid hours (work you have not billed), who is quietly under-using theirs (the client who churns at renewal), and what each client really pays you per hour once the overage hours and the unbilled admin time land.

WHAT THE SAMPLE DATA SHOWS The tracker comes loaded with a fictional sample practice, Bright Desk Virtual Assistance (7 clients, October 2026, as of Oct 17), and the samples tell the two stories every VA practice has. Harbor Legal Group pays the BIGGEST retainer, $1,600 a month — and blew through its 40 hours on Oct 13. Six and a half overage hours ($292.50) are sitting unbilled, and with 3.5 hours of admin time on top, Harbor's effective rate is $37.85/hr, near the bottom of the practice. Bloom & Co. Coaching is the opposite problem: 8 of 20 hours used with the month half gone, flagged UNDER-USED — and, per hour worked, the best rate in the practice at $100.00/hr. That is exactly why it is the biggest churn risk. Two more clients are RUNNING LOW, and two invoices are OVERDUE — including a $175 September invoice that is 12 days past due. WHAT'S INSIDE — 7 TABS 1. Start Here + Dashboard — the full guide, your period settings and flag thresholds (As-Of date, under-use 50%, running-low 20%), the practice at a glance, and the two stories the samples tell. 2. Client Roster — every client: package, retainer terms pulled automatically from Setup, start and renewal dates, rollover rule, status. 3. Retainer Hours Bank — the hero: hours bought vs. used per client, hours left, % used, overage hours and dollars, graded OVER-USED / UNDER-USED / RUNNING LOW / ON TRACK / HOURLY. 4. Time & Task Log — the only place time is typed: date, client, task, category (Client work / Admin - unbilled), minutes. Everything else reads from here. 5. Invoice Tracker — every invoice: issued, due, paid, days outstanding, OVERDUE flags, totals invoiced / paid / still outstanding. 6. Package & Rate Setup — your rate card: retainer blocks, hourly rates, overage rates, and the effective $/hr of each package at full use. 7. Monthly Summary — revenue per client (retainer + overage + hourly billings), every hour accounted for, the effective hourly rate per client with BEST and LOWEST flagged, your expenses, and the month's net. HOW THE MATH WORKS Hours used are summed live from the Time & Task Log — Client work only, inside the period set on the Dashboard. Admin time never touches the bank; it lands in the effective rate instead, which is where it belongs. OVER-USED fires the moment used passes bought, and the overage dollars price themselves at the client's overage rate. Effective rate = (retainer + overage $ + hourly billings) ÷ ALL hours worked for that client, work and admin together. In the samples: $6,276.00 of revenue over 124.5 hours is a blended $50.41/hr, and the month nets $6,108.00 after $168.00 of expenses. WHO IT'S FOR Solo virtual assistants and small VA practices who sell retainer blocks and hourly work side by side — and who suspect their biggest client might not be their best-paying one. It is an organization and calculation tool: it reports the numbers you enter, and it is not tax, financial, or legal advice. You need a free Google account to use the Google Sheets file. Sample data is fictional and clearly replaceable — swap in your packages, your clients, and your time log as you go. FINISHED FILE — This listing is a digital item, delivered instantly as a file at checkout. The file is finished and ready to use — nothing is customized or personalized. If anything ever breaks or a formula misbehaves, message us and you will receive a corrected file free — forever, no time limit. Transparency note: this spreadsheet was designed with AI assistance, then hand-built and formula-tested by our shop. This is a digital product — no physical item will be shipped. Your file is available instantly after checkout. All sales are final (no returns or cancellations on digital downloads), but if anything is ever wrong with your file, message us anytime and we'll fix it — no time limit.