Proofreader invoice template

How do proofreaders usually invoice?

Proofreaders charge per thousand words or per hour and invoice on delivery, with students and self-publishing authors often paying in full up front and businesses on 30 day terms. The invoice gives the word count, the format checked (Word, PDF, web) and any rush surcharge. Many proofreaders set a minimum fee for short documents.

Proofreaders in this example give the customer 30 days to pay. Hourly rates run from £25 to £45.

What should a proofreader put on an invoice?

Beyond the legal basics, proofreaders should:

• Show the word count and the per-thousand rate so the client can check the figure.
• State the format and the number of passes; a second proof after corrections is a separate charge.
• Add a clear line for any urgent turnaround surcharge agreed in advance.
• For students, ask for payment before returning the proofread file.

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 proofreaders 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 proofreaders 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.