Free Translator Invoice Template
A free, professional translator invoice template for Australian translators and interpreters. Download as Word, Excel, or PDF — for per-word translations, NAATI certifications, and interpreting services.
Prefer to fill it in online? Use the free invoice tool ↓ Jump to Word, Excel and PDF downloads ↓Create a translator invoice online
Use the same free builder as our homepage to enter your details, check totals and preview the invoice. Start without an account; downloads follow the free-tool limits. Prefer an editable file? The Word, Excel and PDF options are below.
Create your invoice online
Preview of the translator invoice template — download editable Word, Excel or PDF below.
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Enter your details, itemise the work and review the calculated totals in the tool above. Create an account when you want to save customers, send tracked invoices and manage reminders.
Try the live generator →Who uses this template
- ✓NAATI-certified translators
- ✓Court and immigration interpreters
- ✓Medical and legal translators
- ✓Technical and software translators
- ✓Subtitling and localisation specialists
What to include on your invoice
- ✓Business name and ABN
- ✓NAATI certification number (if applicable)
- ✓Client name and project reference
- ✓Language pair and direction
- ✓Word count and per-word rate (or fixed fee)
- ✓Certification fee (if NAATI-stamped)
- ✓GST line and total
Invoicing tips for translators
- 1.Include your NAATI certification number for certified translations
- 2.Per-word rates vary by language pair — common range AU$0.15-0.40/word
- 3.Certified translations attract a per-document certification fee
- 4.For interpreting, charge by the hour with a minimum (typically 2 hours)
- 5.Release final documents only after payment is received
Frequently asked questions
How are translation rates calculated?
Most translators charge per source word (e.g., $0.20/word). Some use per-target-word or per-page. The template handles per-word or per-document fixed fees.
What does NAATI certification cost?
Translators typically charge a separate certification fee (e.g., $30-50 per document) on top of the translation. List it as its own line item.
Should I charge GST?
If your annual income exceeds $75,000 — yes. Note that translations consumed outside Australia may be GST-free (export of services).
How do I bill interpreting?
Hourly with a minimum (typically 2 hours) plus travel. Court and conference interpreting often has higher rates.
More free templates
A practical guide to translation billing
Use the template as a starting layout, then replace its example information with the actual agreed work. The details below help you decide what to enter and what to check before sending.
Agree what this invoice covers
State the language pair, deliverable and billing unit. If pricing by word count, agree whether the source or target text controls the count. Separate authorised proofreading, formatting, certification or urgent turnaround charges where applicable.
Give the payer enough context
Include the document or project reference, language pair and delivery date. Check the legal billing name and delivery contact against the accepted work. Keep the accepted quote, agreed count and delivery record available to resolve questions. An invoice records the charge; it does not replace the underlying approval or supporting documents.
Worked translation invoice example
The unit rate is applied to the agreed source-word count. For a fixed-price assignment, use the agreed fee instead. Do not add formatting separately if the original fee already includes it.
| Description | Quantity | Rate | Amount |
|---|---|---|---|
| Translation — agreed source-word count | 2000 | 0.12 | 240.00 |
| Approved additional formatting | 1 | 40.00 | 40.00 |
| Example subtotal | 280.00 | ||
Avoid this billing mistake
Switching from source to target word count after delivery changes the pricing basis. Confirm the agreed unit and count before issuing the invoice.
Follow up on the right record
Use a reference rather than reproducing confidential document text on the invoice. Keep certification and quality-review documentation separate from the payment record.
Before you send
- Match the line items and quantities to the accepted scope and approved changes.
- Check the invoice number, issue date, explicit due date and the document or project reference, language pair and delivery date.
- Apply only the tax treatment relevant to your business and location; check current local requirements if unsure.
- Keep earlier billing separate from actual payments. Verify the outstanding amount and payment instructions.
The free browser tool prepares the document. Saving customers, sending tracked invoices and managing reminders require an account and are subject to plan limits. Payment status needs accurate payment records; an invoice view alone does not confirm payment.