Free Translator Invoice Template & Generator
Build translation invoices for document translation, localization, certified translations, and interpretation services. Bill per word or hour.
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Amount already received from client
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What goes on a translator invoice?
Translation invoices state the language pair, the document or project, and the word or page count the rate was applied to. List certified translations and proofreading separately, since they often carry different rates. Note the volume and unit clearly so the client can reconcile the total against the agreed per-word price.
Your invoice needs your business details and tax ID if you have one, plus the client's company name and contact. Include the project reference number or purchase order if they gave you one. Specify the source and target languages, the word count, and your rate per word or per hour. Translation agencies especially will kick back invoices that do not show word count because that is how their accounting systems work. Add the project name or document title so they know which job this covers.
Most translators bill after delivery for smaller jobs. For projects over a few thousand words, ask for 50% upfront and the rest on completion. Standard payment terms are Net 30, though agencies often stretch to 45 or 60 days. Direct clients usually pay faster. Some translators offer a small discount for payment within 10 days.
Send your invoice the same day you deliver the translation, not a week later. Agencies process invoices in batches, and if yours arrives after their cut-off date, you wait another whole cycle. Always match the word count to what the project manager confirmed before you started. Discrepancies cause delays while someone recounts everything.
Typical line items
- Document translation per word
- Certified or sworn translation
- Proofreading and revision
- Minimum charge for short texts
- Rush or same-day surcharge
- Formatting and layout
- Translation memory or repetition discount
- Per page rate for fixed documents
How the work is charged
Translators usually charge per source word or per standard page, with set rates by language pair and subject. Short jobs often carry a minimum charge, and certified work, rush turnaround, and heavy formatting may be priced separately.
Payment terms and deposits
Agencies and business clients commonly pay on net terms after delivery. New or one-off clients may pay a deposit or settle in advance, and large projects can bill in installments as sections are delivered.
Tax and compliance
If you are registered for sales tax or VAT, show it as a separate line with your registration number. Translating for clients in other countries can change how tax applies, so confirm what applies to you.
Frequently asked questions
How do translators price their work?
Translators charge per word ($0.08–$0.25), per page ($25–$60), or per hour ($30–$80). Certified, technical, legal, and medical translations command premium rates. Rare language pairs cost more.
What should a translation invoice include?
Include source and target language, word count, document type, certification status, rush delivery surcharge, proofreading, and file format. Reference the source document name or ID.
Should translators charge rush fees?
Yes. Rush translations (24–48 hour turnaround) typically carry a 25–50% surcharge. Same-day delivery may double the rate. State turnaround times and rush pricing in your terms.
Related invoice templates
Read the complete invoicing guide to see how to fill out, number, and send an invoice that gets paid.
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