Translation invoice template

Translating the spoken or written word into different languages takes skill, subtlety, and experience – so don’t waste your energy on time-consuming administrative tasks such as invoicing. Get paid promptly and properly for your language expertise by using one of our easy-to-use invoice templates created especially for translators. These elegantly designed templates in Word, Excel, PDF, Google Docs, and Google Sheets will help you keep the revenue coming in so you can keep the words flowing.

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Choose the best invoice template for your translation business


Download, customize, and send this invoice to all clients for your interpreter services. From acting as an interpreter at meetings, interviews, and presentations, or in one-to-one conversations, this invoice template captures all your payment details.

Book translation

Don’t waste your energy on invoicing. You’ve got pages and pages to translate! This polished, professional invoice template can be customized to meet all your translation invoicing needs.

Video subtitles and dubbing

You match the dialogue on screen with the right grammar, emotion, and colloquialisms. It’s a tall order – so make sure your invoice matches the talent and hard work that goes into each video subtitling or dubbing project.

Simultaneous translation

You have to catch every nuance and detail – and immediately translate it all into a different language. It’s an incredible skill and so important in today’s global economy. Use this free invoice template to make sure you are paid for your expertise.

Sign language

You make a world of difference to a deaf audience – so translate your incredible sign language skills into a customizable invoice template that captures the valuable service you provide. Remember to add lines for additional costs you incur.

Alternatives to using translation invoice templates

Make your translation business a success in any language by finding out more about what Wave can offer you. Save time and take administrative work off your hands by trying our free automated invoicing and accounting.

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Why translators should send professional invoices

Illustration of invoice being sent

You work hard to ensure nothing is lost in translation – so you need to make sure your hard work is noticed and you are compensated fairly for your skill and talent. For clients to know exactly what goes into translating a book, or providing simultaneous translation at a meeting, you need an invoice that clearly explains everything you do, along with the associated costs. In fact, your invoice needs to be as clear and understandable as your great translation services!

You deliver great work – your invoices should look great too! A professional, well-designed invoice reflects your image as a professional and creates credibility and confidence in services rendered.

How to fill out your translation invoice

Once you've downloaded your free invoice template, you'll need to customize it to fit your specific business. Here are the 10 key things to include on your invoice:

  1. Title and Description: Name the project and briefly describe what type of work your client is being invoiced for.
  2. Company Details: Add your company name, address, phone number, and logo to the top-right corner.
  3. Customer Details: Under "Bill To", add your customer's name, address, and contact information.
  4. Invoice Number: Include a unique invoice number to help you track down this invoice in the future. You can format this based on sequence and customer. For example, if you're sending your very first customer their first invoice,  the invoice number could be 001-001.
  5. Dates: Include the date when your invoice has been issued and the date when payment is due.
  6. Line Item: Add individual line items for each unique good or service you provided. For each line item, include a brief description, quantity, individual unit price, and total price.
  7. Subtotal: Add up the subtotal of your goods or services, before tax has been applied.
  8. Tax: Indicate the tax rate applied to the subtotal. This is legally required to provide on invoices, and your rate may differ depending on where you run your business.
  9. Total: Outline the total amount due from the customer, after tax.
  10. Notes: Include any additional info your customer should know, including terms of service and payment terms (for example, payments are due 30 days after the invoice has been issued).

What should be included on an invoice for translators

Make sure you are paid for the specialized service you provide by following these quick translation invoicing steps.

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  • Select the translation services invoice you like from our selection of templates in different designs and colors
  • Download the free invoice template in the format you like, such as Word, Excel, PDF, Google Docs, or Google Sheets. It’s easy to do – and best of all – it’s free!
  • Add your business name, phone number, email address, and any other contact information
  • Insert your beautifully designed logo, website address, and a list of languages you work in, or specific industries you specialize in
  • Add in your client’s name and contact information
  • Add a unique invoice number on the template
  • Add the date of the invoice and the payment due date
  • List all translation services you provided, along with descriptions of each and the appropriate hourly or flat rate
  • Add and subtract lines to customize the format to your needs. Every translation project is different, so don’t forget to add in any unique services or travel that this job entailed
  • If you are including a discount for a regular client, or for any other reason, add a line explaining the discount so your client knows they are receiving a special price
  • Calculate the total price of the project, including applicable tax, and list the total at the bottom of the invoice
  • Add your payment terms, including the methods of payment you accept
  • If you like, add a personal line at the end, especially if you enjoyed working with the client and would like to work with them again
  • Save a copy – and then send it off to your client!

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When is the right time to send an invoice to your translation clients?

If it’s a small project, most translators ask for payment upon completion, especially if it is a regular client. But if your services are required over several days, or even weeks, it’s not unreasonable to request partial payment up front. After all, you are running your own business and need to keep the revenue coming in to cover costs, especially if the project requires you to travel. You can ask for a percentage of the estimated cost up front, with the remainder upon completion.

Illustration of hourglass timer

Invoicing tips for professional translators

Travel costs

Other expenses

Personalize your invoices

Include a ‘payment due’ date

Accept a variety of payment methods

Free Invoice Template vs. Wave Invoicing Software

Free Invoice Template
Send unlimited invoices and see when clients open them
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Invoice anytime & accept payments online
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Send automated late payment reminders
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Know customers automatically get a receipt when they pay
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Track sales and sales tax for accounting
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Add business partners or accountants as collaborators
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Connect your bank account easily
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Access accountant-approved reporting for year-end
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