1. What every translator invoice must include

A compliant translator invoice has eight parts: your business name and contact info, a unique invoice number, issue date, payment due date, the customer's name and address, an itemized list of work, the total amount due, and accepted payment methods. If you're collecting sales tax, that line is required too.

2. Set your line items

Most translators structure invoices around these 4 categories:

Per-word translation — billed by word at a ~$0.18 default.
Editing / proofreading — billed by word at a ~$0.06 default.
Certified translation — billed by flat.
Rush fee — billed by pct.

3. Set payment terms

The standard for translators is Net 30 — payment due within 30 days of the invoice date.0 Spell out late-fee terms (most states cap monthly late fees around 1.5%) and accepted payment methods on the invoice itself.

4. Licensing & legal disclosures

Court and USCIS work requires certified or sworn translator status (varies by jurisdiction). ATA certification widely recognized.

5. Send and follow up

Send the invoice the same day work is completed (or upon milestone for larger projects). Use software that tracks opens and lets the customer pay by card or bank transfer in one click — the average translator-class invoice gets paid 2× faster when the customer can pay online without leaving their inbox.

Average invoice

$480

Standard terms

Net 30

Typical deposit

BLS code

27-3091

State-by-state translator invoicing guides

State rules differ on sales tax, statutory late fees, and contractor disclosure requirements. Pick your state for a guide tuned to local law.

How to Invoice as a Translator: Step-by-Step Guide