Translation Services Invoice FAQs
1) How do I create an invoice for translation services?
When it comes to creating an invoice for translation services, there are a few key elements you should include. These will ensure your invoice contains the right information — and goes to the right person — so you can get paid as quickly as possible.
Every professional invoice for translation services should include the following elements:
- A large header with the word “Invoice” at the top. Though this may sound trivial, including the word “Invoice” makes it clear to your recipient what the document is and increases the chances that they’ll address it immediately instead of tossing it aside.
- An invoice date. Providing an invoice date helps both you and your client stay organized and enables easy follow-up if your client doesn’t send payment in a timely manner.
- Your contact information. Include both your name and the name of the company you own or work for (if applicable), as well as your address, telephone number, email address, and website link. Adding a logo somewhere on the invoice is also a nice touch, as it makes your invoice look more legitimate and professional.
- Your Employer Identification Number (EIN). Many clients will require you to include your EIN in your invoices, as it helps them stay organized, especially if they process their submitted invoices through some type of software. Many businesses file their vendor documents and payments by EIN to make things easier come tax season.
- Your client’s information. Include their name and company name (if applicable), as well as their address, phone number, and email address. Ideally, you should receive this information when you’re first hired for the job. Knowing who you should address the invoice to and how they prefer to receive it — by email, fax, or mail — from the beginning of the client-vendor relationship will expedite the invoice approval and payment process. It’s also smart to include any additional points of contact in your client’s organization on all correspondence to ensure you receive payment in a timely manner and the invoice doesn’t get lost in an overflowing inbox or mailbox.
- An invoice number. This will help you keep track of your invoices by client. Invoice numbers also serve as an easy point of reference whenever you need to discuss something included in a particular invoice. While every company has their own numbering system, here are a few common ways of going about it:
- Number, month, and year (e.g., Invoice 44 in September 2022 = Invoice 440922)
- Client code (typically your client’s preferred abbreviation) and number (e.g., Invoice 44 for Best Bank Ever = Invoice BBE44)
- Client code, number, month, and year (e.g., Invoice 44 for Best Bank Ever in September 2022 = Invoice BBE440922)
- Note: This method is helpful if you work with many vendors and send lots of monthly invoices.
- A detailed description of each performed job, the rate per job, and the total cost of all jobs. Since this is the most important detail of any invoice, it’s imperative that you take your time with it and make sure it matches your original, agreed-upon terms as closely as possible. Make sure you note any and all translation services you provided, as well as when and how the client approved them and what their accompanying costs were. As a reference, consider the following examples:
- Book introduction translation from Spanish to English for $500 (as agreed via email by John Smith on October 1, 2022)
- Speech translation from English to French for $1,000 (as per quote of $10 per 100 words, confirmed via voicemail by John Smith on May 3, 2022)
Don’t forget to add up all your services at the bottom — including any applicable taxes — and place the total clearly next to “Balance due.” If the client has already made payments, note when and how much they paid, and make sure that you’ve subtracted that amount from the “Balance due” field. This detail is crucial; no client wants to be overcharged, whether intentionally or not.
- Payment methods. Include both what you accept (debit card, credit card, Venmo, PayPal, etc.) and all pertinent information for each method. For example, while you may accept credit cards, you should note on the invoice if there’s a processing fee. If you accept Venmo or Cash App, be sure to include the appropriate handles. If you accept checks, specify who the client should make the check out to. Including all important payment information on your invoice will reduce the need for back-and-forth questions and speed up the payment process.
- Some form of thank you. While not necessary, including a simple, concise “Thank you for doing business with us” — perhaps beneath your “Balance due” field — is a great way to express gratitude to your customers for choosing your services and encourage them to use those services again in the future.
2) How much should I charge for translation jobs?
While translation rates vary depending on volume, language, and turnaround time. (Pro tip: In the United States, you can check The American Translators Association tariff).
These rates also fluctuate depending on where you live, your area of expertise and relevant experience, and whether or not you use computer-assisted translation (CAT) tools. While many translators use CAT tools, some argue they can slow you down. These tools also typically work best for technical translation jobs (like engineering or legal translations) rather than creative ones.
Though charging by the word is most common, you can also charge by the hour ($30–$70 per hour, on average) if you’re proofreading or orally translating in person or over the phone. You can also charge by the page ($30–$100 per page), but this method is less common since word count can vary drastically from page to page.
3) Are there free invoice templates available?
Jotform provides more than 70 free premade invoice templates to choose from, including medical, photography, and construction invoices (to name a few). You can even create your own template from scratch.
Jotform is easy to use, fully customizable, and completely code free, enabling you to build powerful, professional-looking invoices regardless of your industry or programming experience.
4) What is the best free invoice template?
The best free invoice template for translators is Jotform’s invoice template for translation services. This template — which prompts you to fill out necessary invoice fields like company name, contact person, and email address as soon as you open it — can help you create a customized, professional translation services invoice for your clients. Personalize the invoice with your logo and brand colors, add your translation job details and rates, and send it to your clients for quick and seamless payment.
