Free Translator Timesheet Template
Translators typically charge by word count for straightforward translation work, but complex projects involving terminology research, post-editing of machine translation, or certified translation often require hourly billing. A timesheet supports hourly invoicing and provides a useful record of effort per project for work priced on other models. It is also helpful for tracking revision and proofreading time that clients may not initially anticipate.
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What does a freelance translator record on a timesheet?
A translator timesheet tracks hours or word counts by project and language pair, with the date, the task, and the time or output. Note the client, whether the work was translation, terminology, post-editing, or proofreading, and the language pair. Logging time alongside word count makes the invoice clear whether you charge by word or by hour.
Typical line items
- Date of work
- Client and project reference
- Language pair
- Task (translation, terminology, post-editing, proofreading)
- Hours worked or word count
- Billable or non-billable flag
- Per-word or hourly rate
- Running total for the project
How the work is charged
Translators often charge per word but log hours to handle work that does not fit a word rate, such as terminology research, post-editing, or proofreading. Each task is recorded separately so the basis for the charge is clear.
Payment terms and deposits
A timesheet supports an invoice rather than collecting payment itself. Many translators bill on delivery of a project or monthly for ongoing work, so keep entries dated and tied to the language pair for the client.
Tax and compliance
If you are registered for sales tax or VAT, that applies on the invoice the timesheet backs, not the timesheet itself. Cross-border rules vary, so check what applies to you.
Frequently asked questions
When should I bill by the hour rather than by the word as a translator?
Bill by the hour when the work involves significant non-translation activity such as desktop publishing, extensive research, post-editing of poor machine translation, or managing a complex multi-party project. Hourly billing also makes sense for proofreading, editing, and revision work where word count is not a meaningful measure.
How do I record certified or sworn translation on a timesheet?
Log the hours separately from standard translation and note that the work requires official certification. Certified translation involves additional steps including accuracy certification and sometimes notarisation, which take time beyond the translation itself and should be visible in your records.
Should I charge for time spent reviewing client-provided reference materials and instructions?
Yes. Reading client style guides, reviewing reference translations, and understanding project-specific terminology are all part of the professional service. Record them as 'project briefing and reference material review' at the start of a project so the time is captured from day one.
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Read the complete timesheet guide to see how to log hours and turn a tracked timesheet into an invoice.
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