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Executive Support Services Invoice
FY 2020 - 2023

Mrs. Twinkle Morgan,

It has truly been an honor to continue to share a personal and professional growth journey with you over these years, and I thank you for making the choice to continue entrusting me with your executive support needs.  Since we began working together nearly a decade ago, it has been my goal to always deliver quality-driven, valued-added professional services.   

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Although we discussed establishing a budget of $1,300 per month at the beginning of this most recent engagement, based on our previous work history I felt it was also important to implement an equitable billing strategy that prevents off-balancing work hours with either overage hours and/or overpayments.  

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Analyzing project data from the last 3 years provides detailed insights into our workflow analytics.  From this data, I structured a “Pay as You Go” billing plan, by which you will receive an invoice at the established rate  only when we reach our average monthly threshold of 20 hours. 

 

Let’s break down each billing period from FY 2020 - 2024:

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FY 2020 -

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Although 2020 is surely becoming somewhat of a distant memory, today we will reach back tol recall that after completing owed hours from our previous engagement, we connected on an ad hoc basis throughout the remainder of 2020 and completed about 25 hours of tasks which include:

 

  • Pingry School Enrollment, 

  • Expense Reimbursement, 

  • Kids Involvement Research & Enrollment, 

  • Annual Physicals, 

  • CCS PTO Tracking, 

  • PSPA Planning, 

  • Doctor’s Correspondence, 

  • Insurance Forms, and

  • CCS, Pingry, & Family Calendaring.

 

Since you are only billing for every 20 hours of service performed, this billing period is only $1,300, and we will carry the 5 hours over to a subsequent period (see FY 2024 below).

 



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FY 2021 - 

 

Although 2021 started out similarly sporadic to 2020, we began to quickly pick up by the end of the first quarter.  By year’s end, we completed about 100 hours of tasks, some of which included:

 

  • CCS, Pingry, & Family Calendaring,

  • Insurance Forms,

  • Expense Reimbursement,

  • CCS Swag Design and Ordering,

  • Doctor’s Correspondence,

  • Kids Involvement Enrollment,

  • Meeting Follow-ups & Invites,

  • Sympathy Gift Ordering,

  • Special CCS Project Tasks, and

  • In-Home Care & Meal Trains.

 

At 100 task hours completed, we have 5 billing periods in 2021 totaling $6,500. 

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FY 2022 - 

 

By 2022, we are beginning to see a more accurate reflection of our engagement pre-COVID.  We completed about 230 hours in 2022, with projects such as:

 

  • CCS Meeting Follow-ups & Invites,

  • Kids Involvement Research, Application, and Enrollment Forms,

  • Family Event Planning Milestones & E-vites,

  • Accounts Maintenance (i.e., Membership/Rewards, Cancellation, Enrollment, etc.),

  • CCS Scholar Gift Pick Up Correspondence & Tracking,

  • Charter Bus Research,

  • Corporate Event Planning Assistance,

  • Family International Travel Research and Assistance,

  • Expense Reimbursement,

  • CCS, Pingry, Family, Athletic, & Academic Calendaring,

  • LinkedIn Account Deletion Research,

  • Doctor’s Correspondence,

  • Account Reconciliation Tasks,

  • Conversation Follow-Up Tracking,

  • Sympathy & Condolences Deliveries, and much more.

 

With 230 hours, we completed 11 full billing periods equaling $14,300. We will carry the remaining 10 hours over to a subsequent year (see FY 2024 below).


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FY 2023 -

 

2023 presented itself to be yet another ebb and flux year.  By the last day of October, we completed about 90+ hours of work tasks.  That makes 3 full billing periods at $3,900.  Plus, a carry over of 10 hours (see FY 2024 below).  

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FY 2024 -

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For 2024, we completed about 30+ hours of work tasks.  That's two complete billing periods at $1,300. Plus 10 hours not yet billed.

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Here we will take additional hours for previous years to more accurately complete our 20-hour billing cycles:

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- 2020: 5 hours

- 2021: n/a 

- 2022: 10 hours

- 2023: 10 hours

- 2024: 10 hours

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As you can see, combining 2023 and 2024 additional hours makes 1 complete 20-hour billing cycle of $1,300.

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However, combining 2020 and 2022 additional hours makes a partial billing period of only 15 hours.  Because we know there are multiple line items in the task list spreadsheet that are not calculated, which could range from anywhere from 5 - 50 hours for all years included, for the sake of simplicity and time, let's just round out the billing period to only 5 additional hours and make it another complete billing period of $1,300.  Sound fair?

 

Therefore, in total, when we calculate:

  • 2020 - $1,300

  • 2021 - $6,500

  • 2022 - $14,300

  • 2023 - $3,900

  • 2024 - $1,300, and

  • 2020 - 2024 additional hours - $2,600,

we have a grand total of $29,900 accurately* accounted for. 

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​​​​​​​​​​​​​It prides me to say that with other virtual executive assistance organizations, 3 years of service over these same billing periods might have cost you nearly $50,000 (e.g. $1300 x 36 months = $46,800).  However, my commitment to charge ONLY for completed work hours provides significant savings over an even longer period.

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Please let me know if you have any questions or see any issues in these calculations.

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Thanks,

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Shannel Quarles, J.D. (posthumously via Anthony L. Hammock, M.Sc.)

Build. Develop. Accelerate.

          Global Business Solutions

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