Translation invoice template: per-word rates, minimum fees and VAT
Translation is billed by the word, with a minimum for short jobs and extras for rush, certification or proofreading. Clients are often abroad, so the currency and VAT wording matter too. The template below opens in Billsprig with a typical job filled in.
What matters for translators
Quantity = word count
Put the source word count as the quantity and your per-word rate as the rate. State in the description whether it is source or target words.
Minimum fee for short jobs
A certificate or a short email often falls under your minimum; bill it as one line "Minimum charge" instead of a tiny per-word total.
Currency and VAT wording
Invoice in the client's currency if agreed, and set the tax label (VAT, GST) and rate per line. For cross-border business clients, the right VAT wording depends on both countries; ask your accountant and put it in the notes.
Worked example
Example rates for illustration. The template opens with these lines and quantities but empty rates, so you type your own prices.
| Description | Qty | Rate | VAT | Amount |
|---|---|---|---|---|
| Translation DE→EN, product manual (source words) | 6420 | €0.13 | €834.60 | |
| Rush surcharge, delivery within 48 h (25%) | 1 | €208.65 | €208.65 | |
| Proofreading by second linguist (hours) | 3 | €45.00 | €135.00 | |
| Certified translation, birth certificate (minimum charge) | 1 | €60.00 | €60.00 |
Notes on the invoice: Word count from the source files received on 2 October. Thank you for your business.
How to set it up in Billsprig
- Open the template: the lines, quantities, terms and notes above are filled in, rates are empty.
- Type your prices, add your business details and the client.
- Set the tax label and rate per line, and the currency.
- Download the PDF or print it; add a Pay online link if you take card payments.
FAQ
Should I bill source or target words?
Either is common; source words let the client know the price before you start. Say which in the description.
Can I use decimal rates like 0.13?
Yes. The rate can have decimals and the line total is rounded to the currency's cents.
Can I invoice in euros with VAT?
Yes. Choose EUR and set the tax label to VAT; the rate is set per line.