Free Invoice Template for Translators

A professional translation invoice should give the client everything they need to approve payment quickly. Include:

• Source and target language pair — e.g., "English → German"
• Document name and description — e.g., "Legal contract — NDA agreement", "Marketing brochure — product launch"
• Word count — source word count is the standard billing unit. Note if billed on source or target words.
• Rate per word, per hour, or per page
• Any discounts applied — CAT tool TM matches, repeat segments, fuzzy matches
• Rush fee if applicable
• Delivery date
• Certified translation fee if applicable

Per word (most common): The standard billing unit for document translation. Rates vary widely by language pair and specialisation — technical, legal, and medical translation commands significant premiums. Example rates for EN→DE: €0.10–0.18/source word.

Per hour: Best for editing, proofreading, revision, interpreting, and transcreation where word count isn't a fair measure of effort. Keep a time log and attach it to the invoice.

Per page: Used in some markets, especially for legal and certified translations. Define "page" upfront (typically 250 or 300 words per normalised page).

Minimum charge: A minimum job fee (e.g., €50) prevents very short jobs being undercharged. State it in your quote and on the invoice: "Minimum job fee applies".

CAT tool (Translation Memory) discounts are standard in professional translation. Handle them transparently:

• 100% TM matches: Typically charged at 10–30% of full rate — or free, depending on your policy
• Fuzzy matches (75–99%): Typically 50–75% of full rate
• No match / new content: Full rate

List each segment category as a separate line item: "New words (3,450 × €0.12)", "Fuzzy matches (820 × €0.06)", etc.

Rush fees: Charge 25–50% premium for tight deadlines. Add as a separate line item: "Rush delivery surcharge (delivery within 24h) — €80". Always agree rush rates before starting the job.

Translation services are taxable professional services:

• EU translators: Standard VAT applies. For B2B clients in other EU countries, reverse charge applies — include both VAT numbers and the reverse charge note on the invoice. Many translators work cross-border, so B2B reverse charge is extremely common.
• UK translators: Register for VAT at £90,000 turnover. For translation services supplied to overseas business clients, the place of supply rules are complex — check HMRC guidance on reverse charge for B2B services.
• US translators: Translation services are generally not subject to sales tax, but rules vary by state.