Invoice template for translators
Translation is usually billed per word, and the first thing to make clear is which words: source or target. Source word count is known before you start, so it is the fairer basis for a quote; target counts vary by language pair and can grow or shrink the bill after the fact. Whichever you use, state it on the invoice next to the count.
The rest is everything the word rate does not cover. A 40-word label still takes setup, so it needs a minimum fee. A file due Monday morning sent on Friday evening is weekend work. A certified translation needs a statement and sometimes a stamp. Proofreading someone else's translation is a different service at a different rate. Each deserves its own line.
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The example lines and prices are illustrations. Replace them with your own.
What translators forget to bill
- A minimum fee for short jobs, so small files still cover setup and admin.
- Rush and weekend surcharges, shown as a separate line rather than a higher word rate.
- Repetitions and fuzzy matches from your translation memory at the reduced rates agreed, so the client sees the discount.
- Certification, sworn translation statements and posting of hard copies.
- Formatting or DTP work on PDFs and layouts that are not editable.
- Glossary and terminology setup for a new client or project.
Questions translators ask
How do translators charge per word?
Most charge per source word, counted with a CAT tool before the job starts, at a rate that depends on the language pair and subject. Repetitions and close matches from translation memory are often billed at reduced rates. Very small jobs carry a minimum fee.
Should I attach the CAT analysis to my invoice?
It helps. The analysis shows how many new words, fuzzy matches and repetitions were in the files, which explains the totals and stops questions about the count.
How do I invoice a rush translation?
Keep your normal word rate and add the rush or weekend surcharge as its own line. Agree the surcharge before you accept the job, and put it in the quote so it is not a surprise.
Keep the next one in OIO
Numbered automatically, tied to the client and the project, outstanding until you mark it paid. Overdue invoices get their own list and a reminder written for you. Free plan, no card.
Start freeAlso for translators: quote template and contract template. Invoice templates for related trades: copywriters, content writers, voice actors, virtual assistants. Or browse all invoice templates.