Invoice template for translators
Agencies and direct clients both need to match your invoice to a job. Show the language pair, the count and the rate, and invoice in your client's language if that helps.
What to include on a translation invoice
- Your business name, address and contact email, plus your VAT or tax number if you have one
- Your client's name and address
- A unique invoice number and the issue date
- A due date, so "when do I pay?" has one answer
- The job or PO number the agency gave you
- The language pair, for example English to French
- Word, page or hour count, and the rate
- Whether the count is source or target words
- Rush, minimum or proofreading fees on their own lines
- Subtotal, any tax (rate and amount shown separately) and the total due, with the currency clear
Example line items for a translator
| Description | Qty | Unit price | Amount | |
|---|---|---|---|---|
| EN to FR: product manual (source words)2,400 × €0.12 | €288.00 | |||
| Proofreading (hours)2 × €40.00 | €80.00 | |||
| Rush fee: 24-hour delivery1 × €35.00 | €35.00 | |||
| Total | Total | €403.00 | ||
Example figures before tax. Use your own rates.
Tips for translation invoices
- Put the agency's PO number in the reference field: many won't pay without it.
- Show the count and the rate, so the total is easy to check.
- Billing a client in another country? Check the VAT treatment, and send the invoice in their language.
Try it on your next invoice
There's nothing to download. Open the invoice creator, paste your notes or fill in the form, and check the result.
Questions
Can I bill per word?
Yes. Enter the word count as the quantity and your rate as the unit price, and the amount is worked out for you. The same works for pages or hours.
Can the invoice be in my client's language?
Yes. Choose the language on the invoice, next to the currency. There are 10: English, French, German, Spanish, Italian, Dutch, Portuguese, Polish, Swedish, Arabic. The labels, emails and reminders follow it. Your own descriptions stay as you wrote them.
Do I charge VAT to an agency abroad?
It depends on where you and the agency are. Within the EU, a business client with a VAT number is often reverse charge. TheInvoiceAI adds the matching wording, but check the rate yourself, or with an accountant.
How do my clients pay me?
They pay you directly, using the payment details on your invoice. Pay links from your own Stripe account are coming soon. TheInvoiceAI is invoicing software, not a payment service: we never hold, process or transmit your money, and we take no fee.
General guidance, not tax or legal advice. Rules change, so check what applies to you.