Translator Invoice Template
Translation billing has its own conventions — per-word rates, source versus target word counts, CAT tool discounts for repetitions — that general freelance templates handle poorly. This template is structured for how translators actually bill, keeping your invoices compliant with industry standards.
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What to include on a translation invoice
Specify source language, target language, document type, and word count clearly. Example: 'Legal contract translation — English to Spanish — 3,240 source words at $0.18/word.' If you're applying CAT (computer-assisted translation) discounts for repetitions or fuzzy matches, list the discount percentage alongside the adjusted word count — clients who understand CAT tools will expect this, and it demonstrates your professionalism. For certified translations, note the certification: 'Certified translation with notarized affidavit of accuracy.' Include proofreading, editing, or DTP (desktop publishing) as separate line items — they are separate services even when delivered together.
How translators price their work
Per-word pricing is the industry standard. US translators typically charge $0.10–$0.25/source word for general business and marketing content, rising to $0.20–$0.40 for legal, medical, or technical content. Certified translation is often priced per page ($50–$100/page) rather than per word. Interpretation (consecutive or simultaneous) is hourly: $50–$200/hr depending on specialization and language pair. Rare language pairs command a premium. Rush fees — 25–50% surcharge for turnaround under 24–48 hours — are standard and expected by professional clients.
When to invoice for translation work
For individual documents, invoice on delivery of the completed translation. For large projects billed over multiple phases, invoice at each phase milestone. For direct clients, invoice immediately on delivery; for agencies, follow their stated payment terms (often 30–45 days). Certified translation clients typically pay faster because they urgently need the document. Keep copies of all source documents and translations in case of a dispute.
Tips for a smooth billing process as a translator
Agree on the word count standard before starting — source words vs. target words can differ by 10–30% depending on language pair. Use a standard rate card and update it annually. For agency clients, track payment terms carefully and follow up promptly when an invoice is overdue — agencies manage many freelancers and respond to organized, prompt follow-up.
Frequently asked questions
Should I charge per source word or target word?
Source word pricing is more common and fairer — you get paid based on the material you receive, not variables in the target language. Agree on this standard in your client agreement.
How do I invoice for interpretation services?
Interpretation is hourly. List the event, date, duration (including preparation time), and language pair: 'Consecutive interpretation — medical appointment — Spanish/English — 1.5 hours.' Include a minimum charge for short assignments.
How do I handle clients who try to negotiate rates mid-project?
Politely decline. Your rate was agreed before work began. If a client disputes the word count, share the source document and your count methodology. Stick to your terms.