Editor invoice template

How do editors usually invoice?

Editors quote per thousand words, with separate rates for developmental editing, copy-editing and proofreading, and invoice on delivery of the edited manuscript, or in two halves for long books. Publishers pay on 30 day terms against a purchase order; independent authors usually pay a deposit of 25% to 50% to secure a slot in the schedule. The word count and type of edit are shown on the invoice because they define the job.

Editors in this example give the customer 30 days to pay. Hourly rates run from £30 to £60. A full day is typically £240 to £450.

What should a editor put on an invoice?

Beyond the legal basics, editors should:

• State the manuscript title, word count and the level of edit on the invoice.
• For publishers, quote the PO number and the commissioning editor's name.
• For independent authors, take a deposit when the slot is booked and credit it on delivery.
• Charge calls and follow-up queries by the hour as a separate line.

Every UK invoice, whatever the trade, must also show:

• a unique, sequential invoice number
• your business name and address (and company number if you trade as a limited company)
• the client’s name and address
• the invoice date and, for VAT invoices, the date of supply if different
• a clear description of each item of work or goods
• the amount due and when it must be paid
• your VAT number, the VAT rate per line and the VAT total, if you are VAT registered

Do editors charge VAT?

You only charge VAT once registered, which is compulsory when taxable turnover passes £90,000 in any rolling 12 months. Below that, show no VAT line and no VAT number. Once registered, this work is standard rated at 20%, including work for clients outside the UK in some cases, so check the place of supply rules for overseas clients.

On the Flat Rate Scheme the sector for editors is usually “Publishing” at 11% of VAT-inclusive turnover, with a 1% discount in the first year of registration. If you spend little on goods you may be a limited cost trader and have to use 16.5% instead. The scheme suits businesses with few VAT-able costs; check it against the standard method with the VAT calculator before joining.