Translator Invoice Template

Free invoice templates for translators built for word count, per-word rates, and rush fees. Download and edit in PDF, Word, Excel, Google Docs, or Google Sheets.

Also called: translator invoice, translator bill, or translation invoice.

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Download Free Translator 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 Translator Invoice Template

Best for:

Logo, glossary and QA checklist fields.

Editable Translator Invoice Template

Best for:

Edit per-word rate, rush, formatting.

Printable Translator Invoice Template

Best for:

PO, tax, delivery date, signatures.

Free Translator Invoice Template

Best for:

Language pair, word count, rate, deadline.

How to Invoice as a Translator

Turn a finished file into clean, get-paid paperwork with a few tight steps.

Free Online Invoice Generator

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In 5 Steps:

Confirm the scope, languages, unit of measure, word count or hours, deadline, and terms in writing.
Build the estimate and, for larger jobs, invoice a deposit; begin once the deposit lands.
Do the work and track units and extras like file prep, formatting, or terminology work.
Create the final invoice, apply the deposit as a prior payment, attach deliverables, and show the balance due.
Send the invoice, confirm receipt, and follow up based on the stated payment terms.

Free Online Invoice Generator

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What to Include in a Translator Invoice

These are the must-have fields for clear, compliant invoices clients can approve fast.

These are the must-have fields for clear, compliant invoices clients can approve fast.

Invoice number
Issue date
Client name and billing contact
Translator business details (name, address, email, phone)
Tax ID/VAT (check local rules)
Project reference or PO number
Source language → target language
Service type (translation, editing, PEMT, subtitling)
Unit and quantity (words, pages, hours)
Taxes and total due (currency shown)
Deposit received (reference and date)
Payment terms and due date

Billing Scenarios for Translators

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

Minimum fee; Per-word translation

Short job under your minimum

This covers admin time on tiny projects while still showing the core service.

Rush surcharge; Translation

Urgent turnaround requested

Time pressure costs more, so the rush shows as a separate charge.

File conversion; Desktop publishing

Scanned PDFs or non-editable files

Extra work is needed to make files editable and to rebuild layout.

PEMT; Quality review

Client supplies machine translation for cleanup

Define what is included, specify how extra rounds are billed, and hold the line.

Certified translation; Statement of accuracy

Official use that needs a signed statement

Certification steps add time and accountability beyond standard work.

Subtitling per minute; Timecoding

This work bills by media minutes and includes timing effort.

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Standard rates and fees for translators

Itemize word count, per word rates, minimums, and rush fees with professional invoice line items.

Charge or Service

Unit

Taxable

When to use

How to show it

Document Translation

Item

Source docs need translation

Word count × per-unit rate. Use source word count and agreed rounding; include language pair and subject for clarity.

Certified Translation + Stamped Copy

Item

Tax Varies

Official use by agencies or courts

Flat fee per document + per-page copy × rate. Bundle includes signed certification and one stamped copy; taxes can vary by locale.

Proofreading & Editing

Item

Final polish on translated text

Word count × per-unit rate. Apply to client-provided or in-house drafts to improve accuracy and style.

On-Site Interpreting

Time

In-person meetings or appointments

Hours × hourly rate. Set a minimum block; travel and per diem billed as separate items.

Remote Interpreting

Time

Phone or video sessions

Hours × hourly rate. Note platform used and session ID; track actual connect time.

Desktop Publishing (DTP)

Time

Complex layouts need formatting

Hours × hourly rate. Recreate layout, fonts, and graphics so the target file mirrors the source design.

Transcription with Timecoding

Item

Create scripts from audio/video

Audio minutes × per-minute rate. Include speaker labels and timestamps at agreed intervals for easy subtitle or VO work.

Rush/After-Hours Surcharge

Item

Deadline inside 24 hours or nights

Base service total × rush factor. Apply when delivery is outside standard hours or timeline is compressed.

Printed Hard-Copy Set

Item

Taxable

Client wants physical copies

Copies × per-copy cost. Includes printing and standard mail; courier or extra sets billed separately.

Notary/Sworn Affidavit Fee

Item

Certification requires notarization

Pass-through as billed. Attach receipt and reference document IDs to meet official requirements.

Save and reuse your translation rates and fees

Create a free account and save per word rates, minimums, and rush fees once, so nothing gets retyped.

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Common Translator Invoicing Mistakes

If invoices bounce around or get paid late, it’s usually small things. Fix these and cut disputes to near zero.

Mistake

How to fix it

Mixing different units in one line item makes totals unreliable.

Use separate lines for each unit, show quantity and unit clearly, and verify the math before sending.

Leaving out the source and target languages leads to rework and delays.

State the language pair in the header and scope note so reviewers can approve without follow-up.

Record the deposit as a prior payment and reduce the balance to the true amount due.

Define what is included, specify how extra rounds are billed, and hold the line.

Missing the PO or client reference slows approvals in accounts payable.

Request the reference upfront and place it on the invoice and in the email subject.

No payment terms or late-fee policy creates cash flow gaps.

Set net days, list accepted methods, and include a late fee that aligns with local rules.

Translators Invoice FAQs

Line items for certified translation, interpreting minimums, CAT discounts, DTP, rush, and notarization, plus terms, deposits, and late fees. Translators Invoice Template, clear answers.

How should I price per word when there are TM matches or repeats?

Use tiered rates for repetitions and fuzzy matches. Spell it out: “3,200 new words @ $0.14,” “600 words 85–99% match @ $0.08,” “400 words 100% match @ $0.03.”

What’s a reasonable minimum charge for tiny jobs?

Set a floor to cover admin time. Example: “Minimum fee $50 covers up to 300 words or 30 minutes of work.”

Do rush, weekend, or after-hours translations carry a surcharge?

Yes. List it as “Rush fee 25%” or “Weekend surcharge 15%,” applied to the base translation line.

How do I bill for certified translation and notarization?

Add two lines. “Certified translation + affidavit $35” and “Notarization $15.” Rules vary—check local rules.

Can I charge for formatting or desktop publishing?

You can if you fix layout, charts, or complex tables. Example: “DTP/formatting 2 hours @ $45/hr.”

How to handle scanned PDFs that need OCR or file prep?

Quote prep as a separate task. Example: “OCR + cleanup 1 hour @ $50/hr” before the translation line.

What’s the right way to bill transcription with translation or subtitling?

Break it out. “Transcription 30 min @ $1.75/min,” “Translation of transcript 450 words @ $0.13,” “Subtitling/spotting 30 min @ $3.00/min.”

For on-site interpreting, what minimum hours and travel can I bill?

Most interpreters set a 2–3 hour minimum plus travel. Example: “On-site interpreting 2-hour minimum @ $85/hr,” “Mileage 22 miles @ $0.67/mi,” “Parking $14.”