Professional Translator Invoice Template
Bill per word, per page, or per project with multi-currency support and automatic payment reminders for your translation services.
Fill in your translation invoice
Edit any line, set your tax rate (0% is fine) and download a PDF. Line amounts, tax and the balance due calculate as you type.
Tax starts at 0%. Enter the rate that applies to you, or leave it at 0 if you do not charge sales tax or VAT.
For example a deposit. The PDF then shows the balance due.
- Nothing is saved on our side. Download the PDF before you leave the page.
- Amounts print with a $ sign. If you bill in another currency, say so in the notes.
- Prefer to edit offline? Download this starting point as Excel (.xlsx) or Word (.docx).
As a translator or interpreter, you bridge language barriers that enable global communication. Your linguistic expertise helps businesses, organizations, and individuals communicate across cultures. Professional invoicing ensures you're compensated fairly for your language services, maintains your credibility with international clients, and helps you build a sustainable translation business. This guide covers everything translators need to know about professional invoicing.
What the translation invoice covers
What you can do with this template, and what it does not do.
Per-Word Rate Calculation
Calculate fees by word count with different rates for translation, editing, and proofreading per language pair.
Language Pair Pricing
Set different rates for common pairs like English-Spanish versus specialized pairs like English-Japanese or medical terminology.
CAT Tool Match Discounts
Apply appropriate discounts for exact matches, fuzzy matches, and new words from translation memory analysis reports.
Subject Matter Premiums
Automatically apply premium rates for legal, medical, technical, or certified translations requiring specialized expertise.
Rush Delivery Surcharges
Calculate expedited delivery premiums (50-100%+) for same-day or 24-48 hour turnaround requests.
Certification Fee Tracking
Itemize notarization and certification fees separately for official document translations requiring legal validation.
How to fill in your translation invoice
- Business Information: Your name or company name, address, phone, email, and any professional credentials (ATA certification, etc.).
- Client details: Client name, company, billing address, phone, and email.
- Invoice Number & Date: Sequential invoice number and issue date for tracking.
- Project Reference: Project name, PO number, or client reference number.
- Language Pair: Source and target languages (e.g., English to Spanish).
- Service Type: Translation, editing, proofreading, localization, interpreting, etc.
- Word/Page/Hour Count: Total words, pages, or hours for the project.
- Rate: Per-word, per-page, per-hour, or project rate as agreed.
- Subject Matter: Legal, medical, technical, marketing: specialty rates may apply.
- Rush/Express Fees: If applicable: premium for expedited delivery.
- Subtotal, Taxes, Total: Clear breakdown of fees, any applicable taxes, and total due.
- Currency: Currency for payment, especially important for international clients.
- Payment terms: Due date, accepted payment methods, and wire/payment details.
- Invoice Upon Delivery: Send invoice when you deliver the translation. Don't delay.
- Use Per-Word Pricing: Per-word rates are industry standard. They're transparent and easy to calculate.
- Specify Language Pair: Always include source and target languages. Different pairs may have different rates.
- Note Subject Specialty: Technical, legal, and medical translations command premium rates. Document this.
- Charge for Rush Work: Expedited projects require premium rates (50-100%+). State this upfront.
- Use Consistent Units: Stick to one unit (words, pages, hours) per invoice for clarity.
- Bill in Client Currency: Consider invoicing in client's currency for convenience. Use stable exchange rate.
- Include CAT Tool Reports: For projects using CAT tools, include match analysis showing exact rates applied.
- Document Revisions: Track and bill for client-requested revisions beyond included rounds.
- Maintain Client Records: Keep records of all projects, rates agreed, and communications.
Translation rates vary by language pair, specialty, and market. Here's an overview:
Per-Word Rates (Source Word):
- Common languages (ES, FR, DE): $0.08-$0.15/word
- Technical/specialized: $0.12-$0.25/word
- Legal/medical: $0.15-$0.30/word
- Rare languages: $0.20-$0.50+/word
- Certified translation: +$0.02-$0.05/word
CAT Tool Discounts:
- Exact/100% matches: 0-30% of full rate
- 95-99% matches: 30-50%
- 85-94% matches: 50-70%
- 75-84% matches: 70-85%
- No match: Full rate
Per-Hour Rates:
- Editing/proofreading: $40-$80/hour
- Transcreation: $60-$120/hour
- Interpreting: $50-$150/hour
- Conference interpreting: $400-$1,000/day
Additional Fees:
- Rush (24-48 hours): +25-50%
- Urgent (same day): +50-100%
- Weekend/holiday: +25-50%
- Minimum fee: $50-$100
- Certification/notarization: $25-$75 per document
Payment terms for translation services:
Standard Terms:
- Net 30: Standard for agencies and corporate clients
- Net 15: For smaller direct clients
- Due upon receipt: For new clients or one-time projects
For New Clients:
- Payment upfront or 50% deposit
- Net 15 maximum
- Build trust before extending Net 30
For Agencies:
- Follow agency payment terms (usually Net 30-60)
- Understand their cycle and invoice timing
- Monthly invoicing for ongoing work
For Large Projects:
- 50% deposit at start
- Milestone payments for long projects
- Balance due before final delivery
Payment Methods:
- Bank wire/transfer (for international)
- PayPal, Wise, Payoneer (lower fees for international)
- Check or ACH (for domestic US)
- Credit card (less common)
International Considerations:
- Specify currency (USD, EUR, GBP)
- Note who pays transfer fees
- Consider payment platform fees
- Vague Service Descriptions: Specify language pair, word count, and service type clearly.
- Missing Word Count: Always include the word count. It's the basis for per-word billing.
- Unclear Rate Basis: State whether rate is per source word, target word, or other unit.
- Not Charging for Rush: Rush work deserves premium rates. Don't give away your evenings and weekends.
- Skipping CAT Discounts: If using CAT tools, provide match analysis and apply appropriate rates.
- Currency Confusion: Specify invoice currency clearly, especially for international clients.
- Delayed Invoicing: Invoice upon delivery. Don't wait weeks to bill.
- No Minimum Fee: Small jobs aren't worth it without a minimum fee. Set one.
- Ignoring Revision Limits: Define included revisions. Bill for additional revision rounds.
- Poor Payment Method Options: Offer convenient international payment options. Wire fees add up.
Translation invoice: frequently asked questions
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Simplify Your Translation Invoicing
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