Translator Invoice Example
A per-word translation invoice for a French freelancer, with a minimum fee and rush surcharge.
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| Description | Qty | Rate | Amount |
|---|---|---|---|
| Translation, EN to FR, user manual sections 1 to 4 (8,200 source words) | 8200 | 0,11 € | 902,00 € |
| Translation, EN to FR, quick-start card, minimum fee applied (310 source words) | 1 | 45,00 € | 45,00 € |
| Rush surcharge, 48-hour turnaround requested by client | 1 | 180,00 € | 180,00 € |
| Proofread of existing FR marketing copy, per page (2 pages) | 2 | 35,00 € | 70,00 € |
TVA non applicable, art. 293 B du CGI. Rush surcharge applies as turnaround was under our standard 5-day window.
A translator invoice bills a client for converting text from one language into another, usually priced per source word with a minimum fee for very short jobs. Freelance translators send one per project or bundle a month of smaller jobs from the same client into a single invoice. Rush jobs, certified translations and unusual formatting all typically carry a surcharge on top of the base per-word rate.
What should a translator invoice include?
- Your name or business name and contact details
- The client's name and billing contact
- An invoice number and both issue and due dates
- The language pair and word count for each document
- Any minimum fee, rush surcharge or certification fee as its own line
- The source file names or references so the client can match the invoice to the job
- Payment details, including IBAN for international clients
How to create a translator invoice
- 1Add your business details. Your name, address, contact details and tax number if you are registered.
- 2Add the client. Their name and billing address. Save them to reuse next time.
- 3List the work. Break the job into clear line items the way a translator bills (see below).
- 4Add tax. Apply your tax rate, or leave it at zero if you are not registered.
- 5Set payment terms and a due date. State when payment is due and how the client can pay.
- 6Download or send. Export a clean PDF, or email it to the client. No signup, no watermark.
How do you itemise a translator invoice?
Price the main job per source word, since source count does not change during translation the way a target count might. Show the word count next to the rate so the client can check the maths. Add a minimum fee line only when a job is small enough that the per-word total would fall below your floor, and keep rush surcharges and proofreading as their own lines rather than folding them into the base rate.
What do translators typically charge?
| Region | Typical billing |
|---|---|
| France | €0.08 to €0.15 per source word, minimum fee €40 to €60 |
| United Kingdom | £0.07 to £0.13 per source word |
| United States | $0.08 to $0.16 per source word |
| Germany | €0.09 to €0.16 per source word |
Indicative ranges for guidance. Your rate depends on experience, location and the job.
Do translators charge tax on invoices?
Under the French micro-entrepreneur scheme, translators below the annual turnover threshold operate under franchise en base de TVA and do not charge VAT, shown on the invoice as TVA non applicable, art. 293 B du CGI. If your turnover crosses the threshold you must register for TVA and start charging it at the standard 20% rate on future invoices.
What payment terms should a translator use?
Net 30 is standard for translation agencies, though direct clients often pay on net 15. For a new direct client, it is reasonable to ask for payment on delivery or a deposit on larger jobs before you start.
Frequently asked questions
Why bill per source word instead of target word?+
The source word count is fixed the moment you receive the file, so both sides can agree the total before work starts. Target word counts vary by language and translator, which makes them harder to quote against up front.
What is franchise en base and why does it mean no VAT?+
It is a French rule that lets small businesses below a turnover threshold skip VAT registration entirely. You still invoice clients as normal, you just do not add VAT, and the invoice must carry the legal mention TVA non applicable, art. 293 B du CGI to explain why there is no VAT line.
How much should a rush surcharge be?+
Most translators add 25 to 50% for turnaround under their normal capacity, roughly 2,000 to 2,500 words a day. State the surcharge as a percentage in your rate sheet so it is not a surprise when a client needs something back overnight.
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Use this exampleLast reviewed May 2026
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