Per-word precision for clients who count every one
Translation billing lives and dies by the unit: per source word is the standard, with minimum fees that protect you on short documents. Certified translations, rush turnarounds, and desktop publishing all command premiums that must appear as separate lines. Agency and direct-client work also have very different rate expectations, so your invoice should reflect the agreed rate basis every time.
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INVOICE
From
Your business details will appear here.
Bill to
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| Description | Qty | Rate | Amount |
|---|---|---|---|
| — | 1 | $0.00 | $0.00 |
| Subtotal | $0.00 |
| Tax (0%) | $0.00 |
| Total due | $0.00 |
Sample line items for translators
| Description | Qty | Rate |
|---|---|---|
| Document translation EN→ES — per source word | 2400 | $0.12 |
| Certified translation — affidavit + notarization | 1 | $60 |
Example amounts only — replace with your own rates in the generator above.
Billing tips for translators
- Always state the rate basis on the invoice (per source word, per hour, per page) — mismatched assumptions about the unit cause most translation billing disputes.
- Apply a minimum fee (commonly $25–$50) so short jobs stay worth your time, and list it as its own line.
- Price rush jobs explicitly — a 25–50% rush surcharge as a visible line is accepted far more readily than an inflated base rate.
- For certified translations, itemize the certification/affidavit separately from the translation so clients see the compliance cost.
Frequently asked questions
Per-word, per-hour, or per-page — which is best?
Per source word is the industry standard for most documents because it is measurable and comparable. Use hourly for editing, proofreading, and consulting; per-page works for certified documents with fixed formats like birth certificates.
Should I charge extra for rush translations?
Yes — rush premiums of 25–50% are standard for tight turnarounds. Put the surcharge on the invoice as its own line so the client sees it as a choice they made, not a hidden markup.
How do I handle CAT-tool discounts and repetitions?
If you agreed to a tiered rate (full price for new words, discounts for fuzzy matches and repetitions), show the word-count breakdown on the invoice. Transparency on the count is what keeps agency clients renewing.
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