Interpreter Invoice Template

Free invoice templates for Interpreters built for interpreting hours, mileage charges, and cancellation fees. Download and edit in PDF, Word, Excel, Google Docs, or Google Sheets.

Also called: interpreter invoice, interpreter bill, or ASL interpreter invoice.

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Download Free Interpreter Invoice Templates

Download a template, then edit in PDF, Word, Excel, Google Docs or Google Sheets. Print or email when ready.

Sheets, Excel, Word and Doc Templates Coming November 21, 2025.

Custom Interpreter Invoice Template

Best for:

Logo, agency ID and case fields.

Editable Interpreter Invoice Template

Best for:

Edit hourly, travel, overtime rules.

Free Interpreter Invoice Template

Best for:

Language pair, hours, location, notes.

Printable Interpreter Invoice Template

Best for:

PO, rate, timesheet, signatures.

How to Invoice as an Interpreter

Keep it simple and clear so clients know what they booked, what changed, and what they owe.

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In 5 Steps:

Confirm scope, language pair, service type, hours, and rates in writing.
Create a deposit invoice and collect it before the event.
Deliver the job and track actual hours, travel, prep time, and any add-ons.
Build the final invoice with separate lines for service time, prep, travel, equipment, and fees.
Apply the deposit as a credit, add payment terms, then send and follow up.

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What to Include in an Interpreter Invoice

These are the must-have fields for clear, compliant invoices.

Invoice number
Issue date
Due date
Client name and billing address
Project or PO number
Service date(s) and time window
Language pair
Service type and medium (on-site or remote)
Business details and Tax ID (check local rules)
Certification or registration ID (if required)
Payment terms and accepted methods
Cancellation and overtime terms reference

Billing Scenarios for Interpreters

How to label charges so every invoice makes sense the moment your clients see it.

Half-Day Minimum; Additional Hours

Half-day booking with a minimum charge

Clients see the base commitment and what happens if the session runs long.

Travel Time; Mileage/Parking

On-site job that requires travel and parking

Shows time on the road and reimbursable costs tied to getting there.

Remote Platform Fee; Tech Check

Remote session using a paid platform plus a pre-event tech check

Covers platform costs and setup work that ensures solid audio and video.

Overtime; Standby Time

Event runs past the contracted end time

Subtract the deposit clearly in the summary and show the new balance due.

Rush Booking; After-Hours Surcharge

Request arrives with short notice or outside business hours

Reflects the premium for urgent or off-hour work.

Late Cancellation Fee; No-Show Fee

Compensates for lost time you could not rebook.

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Standard rates and fees for interpreters

Include interpreting hours, mileage, and cancellation fees with professional invoice line items.

Charge or Service

Unit

Taxable

When to use

How to show it

On-Site Consecutive Session

Time

In-person appointments or interviews

Qty × hourly rate. Log actual speaking time plus brief notes to document scope and context.

Remote Video Interpreting

Time

Telehealth, Zoom, or Teams calls

Qty × hourly rate. Include connection buffer; note platform in description for audit trail.

Simultaneous Conference Interpreting

Time

Conferences or multi-speaker events

Qty × hourly rate. Book two interpreters for long sessions to maintain accuracy.

First-Hour Minimum

Item

Short jobs with a call-out

1 × minimum rate. Apply before incremental time; disclose during booking.

Travel Time & Mileage

Item

Driving to client site

Time × hourly rate + miles × mileage rate. Separate from interpreting time for clarity.

Preparation & Glossary Build

Time

Technical topics or acronyms

Qty × hourly rate. Review agendas and draft term lists to reduce in-session lookup.

Booth & Headset Rental

Item

Simultaneous event equipment

Days × day rate. Rental is service use only; client does not keep equipment.

Disposable Headsets (keep)

Item

Taxable

Attendees need single-use receivers

Qty × unit cost. Pass through plus markup% if applicable; list model for records.

After-Hours / Weekend Surcharge

Item

Evenings, nights, or weekends

Qty × surcharge rate. Use when start or end falls outside standard hours.

Late Cancel / No-Show Fee

Item

Client cancels inside window

1 × policy fee. Reference cancellation window agreed in the work order.

Save and reuse your interpreting rates and fees

Create a free account and save hourly rates, mileage charges, and cancellation fees once, so nothing gets retyped.

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Common Interpreter Invoicing Mistakes

Real jobs get messy, but a few small fixes keep invoices clean and prevent disputes.

Mistake

How to fix it

Bundling prep time with interpreting time hides real effort and invites pushback.

Track prep separately and describe what it covered, like glossaries or briefings. Add it on its own line with clear units.

Leaving out the language pair or service type leads to scope creep and pricing disputes.

State the exact languages and whether service is consecutive or simultaneous near the top and repeat it in the notes.

Show the booked window and actual hours, including breaks, so everyone can see the time used.

Subtract the deposit clearly in the summary and show the new balance due.

Using vague descriptions like “services rendered” delays approvals.

Use plain words clients know, such as interpreting hours, travel, or equipment, and match each to a measurable unit.

Missing compliance IDs or tax details can block payment.

Include your legal name, Tax ID, and any required certification number. Add a tax line if services are taxable and check local rules.

Interpreters Invoice FAQs

Rates for consecutive vs simultaneous, two-hour minimums, travel and mileage, cancellations, equipment, and certification. Use our Interpreters Invoice Template. Get clear answers.

How should a two-hour minimum be shown?

List a single line with a two-hour quantity at your hourly rate. Add any extra time as a separate line. Example: “On-site interpreting: two-hour minimum, Qty 2 hr x $110 = $220.”

How do I price consecutive vs simultaneous work?

Use separate rates. Simultaneous is higher and often billed half-day or day. Example: “Simultaneous interpreting: Half day 4 hr x $175 = $700” and “Consecutive interpreting: Hourly, Qty 2 hr x $120 = $240.”

Can I bill travel time and mileage for on-site jobs?

Yes, if your terms state it. List drive time and mileage or public transit costs. Example: “Travel time, Qty 1.5 hr x $75 = $112.50” and “Mileage 36 mi x $0.67 = $24.12.”

How do I bill short remote sessions by the minute?

Set a minimum, then per-minute or per-15-minute increments. Add your platform or connection fee. Example: “Video interpreting, first 15 min $30” and “Additional minutes, 18 min x $2 = $36.”

What is a fair late cancellation policy?

State a window and a fee tier. Charge a percentage or the minimum hours booked. Example: “Cancellation inside 24 hours: 50% of scheduled 4 hr day rate = $350.”

How do I list equipment and tech support for conferences?

Break out rentals and the technician. Include quantity by day. Example: “Tour guide system rental, 2 sets x $90/day = $180” and “A/V tech on-site, Qty 6 hr x $65 = $390.”

How do I handle overtime, weekends, and holidays?

Publish premiums and show them as separate lines. Include the trigger, like after 8 hours or on Sunday. Example: “Overtime premium, 2 hr x $60 = $120” and “Sunday surcharge 15% on $800 = $120.”

Can prep time be billable?

Yes, if it is requested or needed for accuracy. A linguist can bill glossary building and document review. Example: “Preparation and glossary, Qty 1.5 hr x $85 = $127.50.”