What to include on a translation invoice
Name the language pair
Write the source and target languages on each line, e.g. FR > EN. It avoids confusion when you handle several pairs for the same client.
Say how words were counted
State whether the count is based on source or target words and attach or reference the CAT-tool analysis for larger jobs.
List certification separately
Certified or sworn translations carry extra liability and paperwork. Show the certification fee as its own line.
Apply a minimum charge
A 50-word birth certificate still requires setup, research and formatting. A minimum fee line keeps tiny jobs worthwhile.
Example translation line items
These sample entries show how to describe translation work clearly. Rates are illustrative only; use your own pricing.
| Description | Qty | Rate | Amount |
|---|---|---|---|
| Translation EN > ES, legal contract (source words) | 4200 | $0.14 | $588.00 |
| Repetitions and 100% matches (discounted rate) | 800 | $0.04 | $32.00 |
| Proofreading by second linguist (hourly) | 3 | $45.00 | $135.00 |
| Certified translation statement | 1 | $35.00 | $35.00 |
| Subtotal | $790.00 | ||
Payment terms for translation invoices
Our suggestion: Net 30 for agencies, payment on delivery for direct clients.
Sample terms you can paste into the invoice: “Word counts are based on the source text as analyzed at project start. A minimum fee of $50 applies to short jobs. Changes to the source after delivery are billed as new work.”
Not sure what Net 15 or 2/10 Net 30 mean? Payment terms explained.
Translation invoice FAQ
What is a typical per-word rate for translation?
In the US, rates commonly range from about $0.10 to $0.25 per word depending on language pair, specialization and turnaround. Rare languages and legal or medical texts usually sit at the higher end. Research your specific pair before quoting.
Should I bill source or target word count?
Source word count is the most common because it lets you quote before starting. Some clients prefer target count, especially for languages that expand significantly. Agree on the method up front and state it on the invoice.
How do I bill fuzzy matches and repetitions?
Many agencies apply discounted rates to repeated segments or translation-memory matches, using a grid from the CAT-tool analysis. If you accept such a grid, list discounted words on a separate line for clarity.