AvoTranslation Invoice Template (Free Fillable PDF)
Translation is billed by the word, the page or the hour, and the client, often an agency with its own PO, checks the count and the rate against the quote. Certified translations add a flat certification fee; interpreting is billed by the hour with minimums and travel. This template lists each document with its language pair, count and rate, keeps surcharges separate, and has PO and job-number fields for agency work.
Free, fillable, US Letter. No email, no sign-up. Fill in your details once. For each job change the client, the documents and the lines.
What the PDF looks like. The hints in the line table show the lines a translator typically bills; type over them.
Why translation invoices get paid late
Word count disputed
State the basis: source or target words, from which file, counted how. “Source words, 4,120, from DOCX”.
Rush not agreed
A rush surcharge appears only if it was quoted. Reference the quote and the deadline on the line.
Agency PO missing
Agencies pay by job number and PO. Without both the invoice waits a cycle.
What to include on a translation invoice
- Your name or business, address, contact and tax ID; ATA or other certification noteAgencies need a W-9 or the foreign equivalent.
- Client name and, for agencies, the PO and job numbersBoth numbers in the header.
- Invoice number, date, due date and quote referenceNet 30 is common with agencies; Net 15 with direct clients.
- Each document: name, language pair, count basis, count × rate“Lease agreement, ES→EN, 4,120 source words × $0.12”.
- SurchargesRush, weekend, formatting or DTP, scanned-PDF handling, as lines with the quote reference.
- Certification, notarization, hard copies, shippingFlat fees per document.
- Interpreting: date, assignment, hours × rate with minimum, travel“Deposition, Mar 12, 3.5 h (2 h minimum) × $85”.
- Payment terms and methodsWise or ACH for international clients; late-fee rule.
Example translation invoice
Lines a typical job produces. Labor and materials are separate, and anything already paid is a negative line so the total is the balance due.
| Description | Qty × rate | Amount |
|---|---|---|
| Lease agreement, Spanish → English, 4,120 source words | 4,120 × $0.12 | $494.40 |
| Birth certificate, Spanish → English, certified translation | 1 page × $45.00 | $45.00 |
| Certification statement and notarization, 1 document | 1 | $35.00 |
| Rush delivery (48 h) on lease agreement, per quote Q-2026-31 | 25% | $123.60 |
| Interpreting: deposition, Mar 12, 3.5 h (2 h minimum) | 3.5 h × $85.00 | $297.50 |
| Total due | $995.50 | |
How to use the template
- Download the PDFIt is a fillable form: open it in any PDF reader, on a computer or a phone.
- Fill in your details onceBusiness name, contact, license number, terms. Save it as your master copy.
- Add the job and sendChange the client, the lines and the invoice number for each translator job. Export and send by email or text.
Fill it on your iPhone in a minute instead
Avo keeps your clients and your usual line items, so the next invoice is three taps. Your first three documents are free, full-quality PDF, no watermark. Premium from $59.99/year if you invoice often.
Scan the code with your iPhone camera to open Avo in the App Store, or email yourself the link.
Questions
Should translators bill per word, per page or per hour?
Per source word for most documents (the count is known before the work), per page for certified translations of short official documents, per hour for editing, transcreation and interpreting. The invoice states the basis on each line so the client can verify the count.
What is a certified translation and how is it billed?
A translation delivered with a signed statement that it is complete and accurate, required for immigration, courts and schools. Bill the translation per page or per document plus a flat certification fee, and notarization separately if the receiving office requires it.
How do I invoice a translation agency?
With their PO number and job number in the header, the language pair and count basis per line, and their payment terms (often Net 30 or 45). Many agencies require invoices through a vendor portal; the PDF is still the record.
Can I charge a rush fee?
Yes if it was quoted before the job. Typical rush surcharges are 25–50% for delivery under 48 hours; put the deadline and the quote number on the line.
How are interpreting assignments billed?
By the hour with a minimum (often 2 hours), portal-to-portal travel time or mileage as agreed, and cancellation fees for late cancellations. Each assignment is a line with the date and type (deposition, medical, conference).