Translation Invoice Template
This translation invoice template is free and set up for per-word billing. Put the word count in the quantity, your rate in the price, and the language pair in the description. Then download it as a PDF. No sign-up, no watermark.
3,000 words, English to Spanish, needed by tomorrow. That's most of a translation invoice right there: the language pair, the word count, and a rush surcharge because "tomorrow" wasn't in the original brief.
Specialized subject matter and certified work usually cost more too, so give those fees their own lines. Enter your rate, note the language pair and turnaround, and export a PDF for the client.
If you work in a CAT tool, you can bill the way agencies do: new words at the full rate, fuzzy matches and repetitions at a lower rate, each on its own line. The client sees exactly what the translation memory saved them, and you don't end up giving that discount away twice.
Tip: in the print dialog choose “Save as PDF”.
INVOICE
#INV-0001
Issued: —
Due: —
From
—
Bill to
—
| Description | Qty | Price | Amount |
|---|---|---|---|
| Translation (EN→ES) — per word | 3000 | $0.12 | $360.00 |
| Rush delivery surcharge | 1 | $80.00 | $80.00 |
Invoicing tips for translators
- For per-word work, put the word count as the quantity and your per-word rate as the price. Let the invoice do the 3,000 × $0.12 math.
- Add rush or certification fees as their own lines, so they don't quietly vanish into the base rate.
- Note the source and target languages. Six months from now, "Translation, 3,000 words" won't tell anyone much.
- Say whether you counted source or target words. Some languages grow by 20–30% in translation, so it changes the total.
- Set a minimum fee for tiny jobs. A 40-word email still takes setup time, and one flat line like "Minimum charge" covers it.
- Working for an agency? Copy their PO or project number into the line description or the notes. Agencies often match invoices to jobs by that number.
Frequently asked questions
- Is there a free translation invoice template I can use right now?
- Yes, this page is one. The sample is already filled in with a 3,000-word EN→ES job and a rush fee. Swap in your own details, change the word count and rate, and download the PDF.
- What should a translation invoice include?
- Your name and contact details, the client's details, a unique invoice number, the issue and due dates, and how to pay you. For each job, add the language pair, the word count (and whether it's source or target words), your rate, and any rush or certification fees on their own lines. Add tax only if you're registered for it.
- Can I bill a client abroad in their currency?
- Yes. Pick the currency from the dropdown: US dollars, euros, pounds and more. Tax on cross-border work depends on where you and the client are, so check your local rules before you leave the tax rate at 0.
- Can AI fill in this translation invoice for me?
- Yes. Type one sentence into the AI box, like "Bill Lingua Ltd for 3,000 words EN→DE at €0.10 per word, plus a €50 rush fee, due in 30 days." It fills in the lines and you check them before you download. Each AI fill uses 1 credit, and you get 10 free when you sign in with Google.
- How do translators usually charge?
- Mostly per source word, though hourly and per-project rates are common too. Enter the word count as the quantity and your per-word rate as the price.
- Can I add a rush fee to a translation invoice?
- Yes. Give the rush surcharge its own line so the client can see exactly why the urgent job costs more.
- Should I count source words or target words?
- Source words are the most common, because you can quote before you start. Target words are fine too if that's what you agreed. Either way, write which one you used on the line, e.g. "3,000 source words".
- How do I invoice a certified translation?
- List the translation itself by word or by page, then put the certification or notarization fee on its own line, plus postage if you send a hard copy. Clients often need the invoice for reimbursement, so spell out what each line is.
- Can interpreters use this template?
- Yes. Bill by the hour, half day, or full day instead of per word, and add travel time or cancellation fees as separate lines.