Free Translation Invoice Template
Bill translation work: charge per word, page or hour, list the language pair and any rush fee, then download a clean PDF.
Your business
Bill to
Invoice details
Items
Tax & totals
Notes & payment
Style
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What to include on a translation invoice
- Your name/business and contact
- Client and document/language pair
- Rate per word, page or hour
- Rush or certification fees
- Tax, total and payment terms
Per-word is the default — know when to leave it
Professional translation is priced per source word in a stated language pair and direction (EN→DE and DE→EN can carry different rates). Per-word breaks down for some work: editing/proofreading bills hourly or per-word at ~50% of translation; certified documents (birth certificates, transcripts) bill per page or per document with a certification fee; and small jobs need a minimum charge, or a 40-word file costs you money. If you work with agencies using CAT tools, expect a fuzzy-match grid — repetitions and high matches billed at a discount — and make sure the invoice mirrors the agreed grid, not a flat count.
Typical translation rates (US/EU market)
Language pair and specialization drive the spread:
- General text: $0.08–$0.15 per source word for common pairs
- Specialized (legal, medical, technical): $0.12–$0.25+ per word
- Editing/revision of existing translation: $0.03–$0.07 per word, or $30–$60 hourly
- Certified document translation: $25–$75 per page plus a certification fee
- Minimum charge: $25–$50 for small jobs
- Rush (same-day / weekend): +25–50% surcharge
What a translator’s invoice should state
- Language pair and direction, and the source word count you billed against
- The document(s) covered — file names or a project reference the client recognizes
- CAT/fuzzy discount grid applied, if any, with counts per band
- Rush surcharge as its own visible line, referencing the agreed deadline
- For certified work: what was certified, and that certification is included
FAQ
- What should a translation invoice include?
- Source words or target words?
- Bill on source words whenever the source is countable — the price is then fixed before work starts, which clients strongly prefer. Target-word billing survives mainly for non-editable sources (scans, handwriting); if you must use it, give an estimate range up front and note the basis on the invoice.
- Should I offer CAT-tool discounts to direct clients?
- Agencies will impose a fuzzy-match grid; direct clients usually don’t know to ask. Many freelancers keep per-word pricing simple for direct clients and reserve grid pricing for agency work. If you do discount repetitions, show the bands on the invoice so the lower total is explainable.
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