Translation invoice template

A translation invoice template should make one thing obvious: how many words you translated and what each cost. Everything else, such as rush fees, certification and formatting, is secondary. This page shows how to build a translation invoice for direct clients and agencies, what to include, which payment terms are normal in the industry, and which mistakes lead to arguments about word counts. The “Use this template” button opens the free invoice generator with the sample lines already filled in.

Why translation bills differently

Translators sell a service measured in words, but the details behind that number vary more than most clients expect.

Source or target count. Some translators bill per source word, which is known before the work begins. Others bill per target word. The two can differ by 10 to 20 percent or more depending on the language pair. Pick one, say which, and stick to it.

Minimum fees. A 60-word notice still needs setup, reading, translating and checking. A minimum charge covers that.

Service types. Translation, proofreading, editing, review and transcreation are priced differently. The invoice should name the service on each line.

Repeated text. Agencies and larger clients often expect a discount for repeated or matched segments. If you offer one, show it clearly.

Certification. Some documents need a signed statement that the translation is accurate. What counts as certified differs by country and by the office receiving the document, so confirm before you quote.

What to include on a translation invoice

Start with the essentials from our guide to what to include on an invoice. For translation work, add these details:

• Client or agency name, and the project or purchase order number. Agencies often assign a job number and will not pay without it.
• Language pair, such as English to Spanish, on each line.
• Document name or description.
• Word count and its basis, source or target, plus how you counted it.
• Rate per word, and the resulting line total.
• Service type, such as translation, proofreading or review.
• Surcharges and add-ons, shown separately: rush, formatting, certification, glossaries.
• Discounts, such as repeated segments, shown as a negative line.
• Currency and who pays bank fees, particularly for overseas clients.
• Delivery date, payment terms and remittance details.

A worked translation invoice

A small business sends you a 2,400-word brochure for English-to-Spanish translation at $0.11 per source word. They need it in 24 hours, with a certificate of accuracy. The numbers are samples and no tax is shown.

The base translation is $264.00 (2,400 times $0.11). The 25 percent rush surcharge is $66.00. With the certificate and glossary the total is $450.00. The client can see exactly how much of the bill is rate, how much is urgency and how much is extra service.

Payment terms that work for translators

Net 30 is common with agencies, and some agencies pay on a fixed monthly cycle, such as net 30 from the end of the month, or longer. Ask about their cycle when you accept the job. Our overview of invoice payment terms explains how each option reads.

Direct clients can often pay faster. Net 15 or due on receipt is reasonable for small projects, and a deposit is common for large ones, especially for new clients.

Large projects such as a book or a long manual are usually split into stages, with an invoice at each stage, so you are not carrying months of work.

If you work with clients abroad, our guide to how to invoice as a freelancer covers contracts, deposits and basic tax pointers. Writers and translators often face similar issues, so the freelance writer invoice template is worth a look as well.

Pricing and itemizing tips

Name the service on each line. Translation and proofreading are different jobs with different rates.

Show the word count. It is the main number. Put it on the line itself, not in a separate note.

Use a minimum charge. It protects you from tiny jobs that cost more to handle than they pay.

Itemize rush work. A rush surcharge works best as a separate line stated in your quote, such as a percentage of the base fee.

Itemize certification and formatting. They are extra tasks. A client who needs only the translation should not pay for them.

Discount openly. A repeated-segment discount shown as a negative line is clearer than a lower rate that the client cannot trace.

Common mistakes

• Disagreeing about the count. Always say source or target and how you counted, such as with or without numbers and headers.
• Mixed services on one line. Translation and proofreading should not be combined.
• No job number. Agencies often cannot process the invoice without it.
• Forgetting the minimum. Quote it in writing before the job.
• Unstated currency. Specify the currency and bank fee rules for international clients.
• Surprise extras. Anything beyond the quote should be approved first.

Checklist before you send

• Client or agency name and job or PO number are on the invoice
• Language pair and document name are on each line
• Word count basis is stated and the count is correct
• Rate per word and line total are shown
• Rush, certification and formatting are separate lines
• Any discount is a clear negative line
• Currency, payment terms and remittance details are stated

Related templates and tools

To build your own translation invoice, use the free invoice generator, which runs in your browser with exact money math and no account. PayToMe is in public beta. Sign in at app.paytome.si to create estimates and invoices, send them by email with a pay link, get paid by card or bank transfer, and choose the Free, Pro or Business plan. Reminders, cash-flow forecasts, text-to-pay and the mobile app are in development. The free invoice generator still works in your browser with no account. This page is general information, not legal or tax advice.