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Produced by Pacific International Translations – www.pactranz.com
9 key items your
translator invoicemust contain
– if you want to be paid on time!
Produced by Pacific International Translations – www.pactranz.com
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.
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1. Your details
your name/company name
address
contact details
link to your website
logo if you have one
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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.
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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.
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4. Heading
“Invoice” or “Invoice for Translation
Services”
should be prominent
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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
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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.
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7. Payment terms and method
Specify the ways clients can pay your
invoice.
And provide all required details for each
method.
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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.
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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.
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8. Description & charge basis
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9. Total
Or subtotal, amount of taxes and
grand total.
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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
with.
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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.
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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.
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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
for:
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