Free Translation Invoice Generator
Bill per word, per page or per certified document with the language pair named on every line, and download it as a PDF — free, no sign-up.
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Your business name
INVOICE
INV-001
Billed to
Client name
| Description | Qty | Rate | Amount |
|---|---|---|---|
| Item description | 1 | — | $0.00 |
- Subtotal
- $0.00
- Total
- $0.00
The unit of measure, and the language pair
Per-word work is straightforward: the word count goes in the quantity column and your rate — 0.14, 0.16, whatever you agreed — goes in the unit price. Per-page work behaves the same way with pages in the quantity column, which is how most certified documents are priced: a birth certificate, a diploma and a police record all bill at a flat page rate regardless of how sparse the text is. The one thing the form can't hold is the language pair, so write it into every line description: "Spanish (MX) to English — sworn affidavit, per source word". Agencies and law firms reconcile by pair, and the same client may well send you work in both directions in one month.
Keep the different services on separate lines rather than blending them into one word rate. Translation, revision or proofreading of a file someone else produced (hourly, with decimals in the quantity column), machine translation post-editing, certification statements, notarization, and formatting or DTP are all priced differently and are often approved by different people at the client. A rush job is a surcharge line — one that names the deadline it bought — not a quietly inflated per-word rate, because the rate on this invoice is the rate you'll be quoted against next time. Short jobs that hit your minimum should say so in the description.
There's no tax preset on this page, since many freelance translators invoice with no tax line at all. If you're VAT- or GST-registered, add the tax line with your own label and rate and it's charged on the subtotal after any discount; for a cross-border client, any reverse-charge wording goes in the notes along with your registration number, because there's no field for either. The notes are also where you state whether the quantity column holds source or target words, your certification credentials, and your payment terms. Your own details persist in this browser between sessions, so from one month's agency invoice to the next, only the job lines and the number actually change.
Invoice a rush certified filing without hiding the surcharge
A law firm needed a client's civil-registry documents translated and certified for a filing four days out, plus a long affidavit and a second opinion on a translation the client had brought in themselves. Three units of measure end up on one invoice: the certificates bill per page at a flat certified rate, the affidavit bills per source word, and the review bills by the hour with a decimal in the quantity column. The certification statements are counted per document set rather than per page, and the rush uplift sits at the end as its own line naming both the deadline it bought and the standard turnaround it displaced, so the firm can still see the ordinary rates it will pay on ordinary work.
| Description | Qty | Rate | Amount |
|---|---|---|---|
| Spanish (MX) to English — birth, marriage and police certificates, certified, per page | 7 | $38.00 | $266.00 |
| Spanish (MX) to English — sworn affidavit, per source word | 2860 | $0.16 | $457.60 |
| Review and correction of client-supplied translation — per hour | 1.5 | $65.00 | $97.50 |
| Certification statement and notarization — per document set | 3 | $25.00 | $75.00 |
| Rush surcharge — full set delivered inside 96 hours against an 8-working-day standard | 1 | $180.00 | $180.00 |
| Subtotal | $1,076.10 | ||
| Total due | $1,076.10 | ||
Because the surcharge sits on its own line, the per-word and per-page rates on this invoice are still the rates the firm will be quoted next month, when nothing is on fire.
What a certified translation invoice should carry
Language pair on every line
There's no field for it, so write "Spanish (MX) to English" into each description. Agencies match invoices to purchase orders by pair, and a client who sends work in both directions will otherwise have to guess.
Say which word count you used
State in the notes whether the quantity column holds source or target words and where the count came from, since the same file counted the other way can produce a different figure and a slow payment.
Certification priced apart from translation
The translation, the certification statement and any notary fee are three charges, not one — give each a line, and put the certification wording and your credentials in the notes.
Rush as a surcharge line
Bill urgency separately instead of raising the word rate, and name the standard turnaround the deadline beat, so the ordinary rate on the invoice survives into the next negotiation rather than becoming the new baseline.
Minimum charge, spelled out
When a forty-word document bills at your minimum, write "minimum charge applied" into the line description so the client can see the arithmetic didn't go wrong.
How to create an invoice online
- 1
Fill in the details
Add your business info, your client, line items, tax, and an optional logo or discount.
- 2
Watch the live preview
The invoice updates as you type, so you always see exactly what your client will receive.
- 3
Download the PDF
One click generates a clean, professional PDF invoice — free and without a watermark.
A simple invoice maker for freelancers and small businesses
Everything you need to bill a client properly — and nothing you don't. Create an invoice, check the live preview, download the PDF, get paid.
Instant PDF download
Generate a polished A4 invoice PDF in one click — no waiting, no email required.
No sign-up, no watermark
Completely free to use. Your invoice is yours, with no branding stamped on it.
Private by design
Everything happens in your browser. Your invoice data never touches a server.
Logo, tax & discounts
Add your logo, any tax label and rate (VAT, GST, sales tax), and percentage or fixed discounts.
Saves as you type
Your draft is stored locally in your browser, so an accidental tab close loses nothing.
20 currencies
Invoice in USD, EUR, GBP, INR, JPY and more, with correct rounding for each currency.
Frequently asked questions
Should I invoice on source or target word count?
Either works — put the count in the quantity column and your per-word rate in the unit price — but state in the notes which one you used and stay consistent. Source counts are easier to agree in advance because both sides can count the same file, while target counts in some language pairs run noticeably higher.
How do I invoice a certified translation?
Bill the translation per page or per document at your certified rate, with the document type and language pair in the description, and give the certification statement or notary fee its own line. The certification wording and your credentials go in the notes, since there's no field for them. Note that for USCIS it is the signed statement of accuracy that matters rather than notarization, so only bill notarization where the receiving body actually asks for it.
Where does a rush surcharge go?
On its own line naming the deadline it bought and the standard turnaround it beat — "delivered inside 24 hours against a five-day standard" — rather than folded into a raised word rate. That keeps your standard rate visible as the standard rate, which matters on the next quote.
Do I need to charge tax on translation work?
It depends where you're based and whether you're registered: many freelance translators in the US issue invoices with no tax line, while VAT- or GST-registered translators must add one. The tool takes a single custom tax label and rate applied to the subtotal after the discount, so set it if you're registered, put any reverse-charge wording in the notes, and confirm with an accountant.