Essential content for your translation invoice

Produced by Pacific International Translations – www.pactranz.com

9 key items your

translator invoicemust contain

– if you want to be paid on time!

Everyone wants their translation invoices

approved and paid promptly.

For that, they need all the right content.

Here are the 9 essential elements every translation invoice should include.

1. Your details

your name/company name

address

contact details

link to your website

logo if you have one

2. Your tax/business number

Is legally required in many jurisdictions.

Even if it’s not, including it portrays you

in a more professional light.

3. Client details

Your invoice should be addressed to your

client.

Include the name of the person your invoice

is to go to, or that you dealt with.

This helps your client follow up if needed.

4. Heading

“Invoice” or “Invoice for Translation

Services”

should be prominent

5. Invoice number

Develop an invoice numbering system that

works for you. Eg:

Date + number – 1709-001

Client code + number – PIT001

Client code + date + number – PIT1709001

6. Invoice date

Make this easily found - because clients often schedule payments based on it.

If they can’t quickly see it, your invoice may

be scheduled for a month further out.

7. Payment terms and method

Specify the ways clients can pay your

invoice.

And provide all required details for each

method.

8. Description & charge basis

Clearly define what work you did.

Include required client references.

Providing full details removes reasons for not

immediately approving your invoice.

See our blog article for sample wording.

Make it clear what your charge basis is –by quote, number of words, time, etc.

This gives transparency, and shows clients

your invoice amount is in order.

See our blog article for suggested wording.

8. Description & charge basis

9. Total

Or subtotal, amount of taxes and

grand total.

Two other optional components:

10. A “Thank you for your business”

message

A nice gesture that portrays you as

appreciative and pleasant to do business

11. A “marketing” component

Because someone handling your invoice

may have the power to send you more work.

Reiterate the services you provide, what sets

you apart and why they should use you.

Make this section stand out so it won’t be

missed.

Three pro invoicing tips:

1. Confirm who to send your invoice to and

required references at the project start.

2. Date invoices at the end of last month,

not early in a new month.

3. Check and double check all descriptions,

amounts and totals before sending.

Brought to you by: Website: www.pactranz.com

Pacific International Translations Blog: www.pactranz.com/blog

Thanks for reading!

Now click through to our blog article

a set of superb free translation

invoice templates, designed

especially for translators

our easy-reference summary

checklist (pdf download)

Brought to you by: Website: www.pactranz.com

Pacific International Translations Blog: www.pactranz.com/blog

Plus our blog has several other practical guides and articles for freelance translators:

How to write the perfect freelance translator CV

The secrets to crafting successful translation quotes

13 ways to more freelance translation jobs from agencies

and many more

Essential content for your translation invoice

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