What to include on a transcription invoice
Bill by audio minute
Show total audio length per file and your per-minute rate. Clients can verify it against their recordings in seconds.
Name each file
Use the episode title, interview name or file name in each line. It saves back-and-forth when several recordings are billed together.
Separate surcharges
Heavy accents, background noise, many speakers or technical vocabulary deserve a visible surcharge rather than an unexplained higher rate.
Mention confidentiality
Legal, medical and research clients care about data handling. A short line on file retention and deletion builds trust.
Example transcription line items
These sample entries show how to describe transcription work clearly. Rates are illustrative only; use your own pricing.
| Description | Qty | Rate | Amount |
|---|---|---|---|
| Clean verbatim transcription (audio minutes) | 90 | $1.50 | $135.00 |
| Difficult audio surcharge (audio minutes) | 30 | $0.50 | $15.00 |
| Timestamps every 2 minutes (audio minutes) | 90 | $0.25 | $22.50 |
| 24-hour rush turnaround | 1 | $40.00 | $40.00 |
| Subtotal | $212.50 | ||
Payment terms for transcription invoices
Our suggestion: Due on receipt for one-off jobs, Net 15 for recurring clients.
Sample terms you can paste into the invoice: “Billing is based on total audio length, rounded up to the nearest minute. Recordings and transcripts are handled confidentially and deleted 30 days after delivery unless otherwise agreed.”
Not sure what Net 15 or 2/10 Net 30 mean? Payment terms explained.
Transcription invoice FAQ
How much do transcriptionists charge per audio minute?
General transcription rates in the US often fall between about $1 and $3 per audio minute, with legal, medical or difficult audio priced higher. Turnaround time and verbatim style also affect the rate. Compare rates in your niche before setting yours.
What is the difference between clean and full verbatim?
Clean verbatim removes filler words, false starts and stutters for readability. Full verbatim captures every "um" and pause, which takes longer and is usually priced higher. State the style on the invoice to avoid disputes.
Should I round audio length up or down?
Many transcribers round up to the nearest minute per file, which is simple and widely accepted. Whatever you choose, mention it in your terms so clients understand how totals were calculated.