Free translator invoice template · No signup needed
Professional invoices for
translators & interpreters
Create precise, professional invoices for document translation, interpreting, localisation, and certified translation work. Supports per-word, per-hour, and flat-fee billing.
🌐 Create translator invoice — free
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Common translator invoice line items
Translation invoices vary by service type — document translation is typically billed per word, while interpreting and consulting are billed by the hour. Here's what translators and interpreters commonly invoice for:
| Line item |
Notes |
| Translation — per word | Specify source language, target language, word count, and rate per word |
| Translation — flat fee | Fixed project price for smaller documents or known-scope projects |
| Editing & proofreading | Review of translated text — often billed at a lower per-word rate |
| Certified translation | Sworn or notarised translation — add certification fee as separate line item |
| Interpreting — consecutive | Per hour, half-day or full-day rate for meetings, hearings, or events |
| Interpreting — simultaneous | Higher hourly or daily rate; typically requires a team of two for full-day events |
| Transcription | Per audio/video hour or per word — specify language and turnaround |
| Localisation | Adaptation of software, apps, or websites — often billed by string count or hourly |
| Rush / urgent surcharge | Percentage premium (25–50%) for turnaround under 24–48 hours |
| Desktop publishing (DTP) | Reformatting translated documents to match original layout |
| Travel & expenses | Mileage or transport for on-site interpreting assignments |
Why translators use PennaPay
🌐
Clean, professional templates
The Clean and Corporate templates are ideal for legal, financial, and technical translation clients. Crisp typography and structured layouts convey professionalism.
💰
Multi-currency invoicing
Invoice clients in their local currency — USD, EUR, GBP, DKK, and 30+ others. Essential for translators working across multiple markets.
📁
Deliver translated files securely
Upload the completed translation directly to the invoice and share via a secure link — so client receives payment request and deliverable in one step. Pro feature.
💳
Online card payments
Clients pay directly from the invoice portal by card via Stripe. Ideal for international clients who can't easily do bank transfers.
🔄
Recurring retainer billing
If you work on a monthly retainer with an agency or corporate client, set up automatic recurring invoices and forget about manual billing.
🔗
Client portal
Give each client a private link to view their invoice history, download translations, and pay online — all in one branded space.
Frequently asked questions
Is this translator invoice template free?
Yes, completely free. No account needed. Create your invoice, pick a template, and download as a PDF instantly.
Should I charge per word or per hour as a translator?
Per-word rates are standard for document translation (typically 0.08–0.25 EUR per word depending on language pair and specialisation). Hourly rates work better for interpreting, proofreading, transcription, and consultation. Some translators use a combination — per-word for translation with a minimum project fee.
What should a translation invoice include?
Include the source and target languages, the document name or project reference, word count (or hours), your rate, and the total. For certified translations, list the certification fee separately. Include your professional membership or accreditation if relevant to the client, and your VAT number if applicable.
How should I handle rush fees on a translation invoice?
Add a rush surcharge as a separate line item (e.g. "Rush delivery surcharge — 24h turnaround: +30%"). Keep it transparent and tie it to a specific deadline. Having this as a standard item in your invoicing tool makes it easy to add when needed without having to justify it each time.
Can I attach the translated document to the invoice?
Yes — with PennaPay Pro, you can upload the completed translation file directly to the invoice. Your client receives a secure download link via their client portal, so they get the invoice and deliverable together in one step.