How to use this translation invoice
- Name the language pair and the document or project in each line description.
- Enter the word count as the quantity and your per-word rate as the unit price.
- Add proofreading, formatting or DTP work as hourly or flat-fee lines.
- Add rush surcharges or minimum fees on their own lines so they are visible.
- Add the agency’s PO or project reference, your payment details and download the PDF.
Per word, per page or per hour
Translators bill in several ways, and the invoice should match how the job was quoted. For per-word pricing, the quantity is the word count and the unit price is your rate — Invoiceferry keeps up to four decimal places on quantities and calculates the line precisely, so 4,850 words at 0.12 comes to exactly 582.00. State whether the count is based on the source or target text; agencies usually specify this in the purchase order.
Per-page or per-line pricing works the same way with a different unit. Hourly rates suit proofreading, transcreation, terminology work and post-editing where word counts do not reflect the effort. For interpreting, bill half days or full days, with travel time and expenses on separate lines. If you apply discounts for repetitions or fuzzy matches from a CAT tool, either show the weighted word count or attach the analysis and refer to it in the notes.
Minimum charges, rush fees and extras
Short jobs take nearly as long to set up as long ones, which is why many translators have a minimum fee. If a job falls under it, bill a single line such as “Minimum charge — certificate translation” rather than a tiny word count, so the client is not surprised. Rush surcharges for weekend or 24-hour delivery belong on a separate line too; it shows the client the cost of the deadline and makes the standard rate visible for next time.
Other extras worth itemising: formatting or desktop publishing, working from scanned PDFs, certified or sworn translation fees, and courier costs for hard copies. Agreed in writing beforehand, these lines rarely cause disputes. When the same agency sends you work every week, save it as a client and save your standard services as items. You can also duplicate an earlier invoice and just change the project, word count and dates. See the hourly invoice template for time-based jobs.
Invoicing agencies and international clients
Most translation agencies require a purchase order or project number on every invoice, and many pay in monthly batches. Put the reference in the PO field and invoice promptly after delivery so you make the next payment run. Some agencies ask for one invoice per project; others prefer a monthly summary with one line per job — both work, as long as each line carries the project reference.
Because translators often work across borders, pick the currency the client pays in and a number format they recognise. Tax treatment for cross-border services depends on where you and the client are based and whether the client is a business, so check the rules that apply to you; if you are not registered for tax, choose “No tax”. For general guidance on payment terms and follow-ups, see the freelance invoice template and our late payment reminders.