Translator invoice template

How do translators usually invoice?

Translators invoice per source word, with certified documents priced per page or per document, and agencies paying on 30 or even 45 day terms against a purchase order. The language pair, word count and subject matter are stated on each line because rates differ by all three. Private clients ordering certified translations pay up front before the document is released.

Translators in this example give the customer 30 days to pay. Hourly rates run from £30 to £60.

What should a translator put on an invoice?

Beyond the legal basics, translators should:

• State the language pair, source word count and rate per word for each job.
• Quote the agency's PO number and job reference; agencies pay nothing without them.
• Price certified translations per document and include the certification statement fee.
• For overseas business clients, add a note that the supply is outside the scope of UK VAT if you are registered.

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 translators charge VAT?

Translation is standard rated at 20% once you are VAT registered, which is compulsory above £90,000 turnover. Many translators work for agencies and clients abroad: services to a business customer outside the UK are generally outside the scope of UK VAT, so the invoice shows no VAT and a note to that effect. Below the threshold you charge no VAT to anyone.

On the Flat Rate Scheme the sector for translators is usually “Any other activity not listed elsewhere” at 12% 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.