Creative & digital
Free Translation Invoice Template
Free translation invoice template with per-word rates, language pair, rush surcharges and certification fees. Add your word count and send the PDF today.
Free · No signup · Editable · PDF in under a minute
Translation is quoted per source word almost everywhere, and the invoice should say which — source or target — because Spanish runs roughly twenty percent longer than English and the difference is your margin. This template states the language pair, the direction and the word count on the line. Rates vary by pair, subject matter and format, so technical, legal and medical work sits on separate rows rather than averaging into one blended number. Editing and proofreading of someone else's translation bills hourly, not per word, and so does formatting or desktop publishing when the client sends a PDF instead of an editable file. Minimum charges are normal for short jobs and should be visible rather than folded in. Rush surcharges get their own line with the turnaround stated. Certified translations for immigration, academic or court use add a fee for the signed statement and any notarization. Agencies pay net 30 to net 45 as a rule.
Invoice
- Number
- INV-0042
- Issue Date
- Jul 1, 2026
- Due Date
- Jul 31, 2026
From
Rivera Studio
18 Mercer Street
Brooklyn, NY 11211
EIN 84-3920117
Bill To
Northwind Coffee Co.
402 Bleecker Street
New York, NY 10014
| Description | Qty | Unit Price | Amount |
|---|---|---|---|
| Translation EN → ES (source word count), general business | 4200 word | $0.22 | $924.00 |
| Bilingual review and proofreading | 6 hour | $65.00 | $390.00 |
| Certified translation statement and notarization | 1 document | $45.00 | $45.00 |
| Rush surcharge — 24-hour turnaround | 1 project | $180.00 | $180.00 |
| Formatting and desktop publishing from PDF source | 2 hour | $55.00 | $110.00 |
- Subtotal
- $1,649.00
The template opens with these lines already filled in. Change any of them — they are a starting point, not a price list.
What a translator invoice usually contains
These are the lines this template starts with, at illustrative US rates for 2026. Every description, quantity, unit and rate is editable.
| Description | Qty | Unit Price | Amount |
|---|---|---|---|
| Translation EN → ES (source word count), general business | 4200 word | $0.22 | $924.00 |
| Bilingual review and proofreading | 6 hour | $65.00 | $390.00 |
| Certified translation statement and notarization | 1 document | $45.00 | $45.00 |
| Rush surcharge — 24-hour turnaround | 1 project | $180.00 | $180.00 |
| Formatting and desktop publishing from PDF source | 2 hour | $55.00 | $110.00 |
| Total | $1,649.00 | ||
- Default unit
- word
- Payment terms
- Net 30
- Suggested layout
- classic
Terms this template starts with
Payment is due within 30 days of invoice date. Word counts are measured on the source document unless stated otherwise on the line. A minimum charge equivalent to 250 source words applies to short assignments. Rush work delivered inside 24 hours carries the surcharge shown. Certified translations include a signed statement of accuracy; notarization and apostille services are billed at cost. Delivered translations remain the property of the translator until payment is received in full, after which all rights in the target text transfer to the client. Post-delivery amendments to the source text are quoted as new work.
- Your logo, accent colour and business details
- Any currency, with named tax rates per line
- Six layouts on A4 or US Letter
- Hosted payment link and read receipts with a free account
Translator invoicing questions
- Source words or target words?
- Source-word pricing is the norm, because both sides know the count before the work starts. Target-word pricing exposes you to expansion — English into Spanish or French typically runs fifteen to twenty-five percent longer — which can help or hurt depending on direction. Whichever you use, state it explicitly on the quote and the invoice.
- Should I have a minimum charge?
- Yes. A hundred-word certificate still requires file handling, terminology checks, formatting and an email thread. A minimum equivalent to roughly thirty minutes to an hour of your time is standard across the industry, and it is far easier to hold to when it appears on your published rate sheet rather than being invented per job.
- What is a certified translation?
- In the US it generally means a signed statement from the translator attesting to completeness and accuracy, sometimes notarized, and it is what USCIS, universities and courts typically ask for. It is a fee on top of the translation, not a different per-word rate. Requirements differ by receiving institution and by country.
- How are CAT tool matches handled?
- Agencies commonly apply a discount grid to fuzzy matches and repetitions from translation memory. Whether you accept one is a business decision — reviewing a ninety-five percent match still takes real time. If you do accept a grid, show the weighted word count on the invoice so the calculation is checkable.
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