Tips
Invoices for Translators: Standard Lines, Word Prices, and Rush Fees
How translators should write professional invoices: Standard lines, word prices, language combinations, and rush surcharges explained.
As a translator, you work with different billing models: standard lines, word prices, or hourly rates. The right choice depends on language combination, subject area, and client type.
The Specifics of Translator Invoices
Translation services have unique requirements:
- Billing unit: Standard lines, words, or hours
- Language combination: Different prices for each language pair
- Subject area: Surcharges for specialized texts
- Rush jobs: Express surcharges
- Additional services: Proofreading, DTP, certification
Billing Models for Translators
1. Standard Line (55 characters including spaces)
Standard in Germany, Austria, and Switzerland.
Typical Standard Line Prices:
| Language Combination | Standard Text | Specialized Text |
|---|---|---|
| EN → DE | €1.20-1.60 | €1.50-2.20 |
| DE → EN | €1.30-1.80 | €1.60-2.40 |
| FR → DE | €1.30-1.70 | €1.60-2.30 |
| ES → DE | €1.25-1.65 | €1.50-2.20 |
| Rare Languages | €1.80-3.00+ | €2.50-4.00+ |
2. Word Price
Common internationally, especially with agencies.
Typical Word Prices:
| Language Combination | Standard Text | Specialized Text |
|---|---|---|
| EN → DE | €0.10-0.14 | €0.14-0.20 |
| DE → EN | €0.12-0.16 | €0.16-0.22 |
| Rare Languages | €0.18-0.30+ | €0.25-0.40+ |
3. Hourly Rate
For consulting, revision, and non-text-based work.
Typical Hourly Rates:
- Revision/Proofreading: €50-80
- Consulting/Terminology: €70-100
- DTP post-processing: €45-70
Calculating Surcharges Correctly
Specialized Text Surcharge
Subject Areas with Surcharge:
- Legal/Contracts: +20-40%
- Medical/Pharma: +25-50%
- Technical (specialized): +15-30%
- Finance/Business: +15-25%
- Patents/IP: +30-50%
Rush Surcharge
Express Surcharges:
- Same-day delivery: +50-100%
- Delivery within 24h: +30-50%
- Weekend/Holiday: +50-100%
Additional Surcharges
Additional Services:
- Certification: €20-50 per document
- Formatting/DTP: by effort
- Terminology work: hourly rate
- Native speaker revision: +30-50%
Sample Invoice for Translators
INVOICE No. 2025-156
Client: Tech AG
Order: Translation User Manual
Language Combination: German → English
Delivery Date: Oct 27, 2025
Source Text:
- Document: User_Manual_v2.docx
- Volume: 4,850 words / 352 standard lines
Item 1: Translation DE → EN
352 standard lines × €1.85 €651.20
(Technical text, surcharge already included)
Item 2: Rush Surcharge
Delivery within 48h
Surcharge 30%: €195.36
Item 3: Formatting
Adaptation to original layout
Fixed: €85.00
─────────────────────────────────────────────────────
Net amount: €931.56
plus 19% VAT: €177.00
─────────────────────────────────────────────────────
Total: €1,108.56
Payable within 14 days.
Communicating CAT Tool Discounts
When using Translation Memory, discounts may be granted:
Word Analysis (SDL Trados):
- New words (No Match): 2,100 × €0.14 €294.00
- Fuzzy Match (75-99%): 850 × €0.10 €85.00
- 100% Match: 420 × €0.04 €16.80
- Repetitions: 380 × €0.02 €7.60
─────────────────────────────────────────────────────
Translation total: €403.40
Discount Scale:
| Match Category | Discount |
|---|---|
| No Match (0-74%) | 0% |
| Fuzzy 75-84% | 25-40% |
| Fuzzy 85-94% | 40-60% |
| Fuzzy 95-99% | 60-75% |
| 100% Match | 70-85% |
| Repetitions | 80-90% |
Certified Translations
Special rules apply for certified translations:
INVOICE for Certified Translation
Document: Birth Certificate
Language Combination: Polish → German
Translation (1 page): €65.00
Certification by sworn translator: €25.00
─────────────────────────────────────────────────────
Net amount: €90.00
plus 19% VAT: €17.10
─────────────────────────────────────────────────────
Total: €107.10
Note: This translation was prepared according to
§ 142 GVG by a translator generally sworn at
the Regional Court [City].
Minimum Order Values
Small orders often aren't profitable - set minimum amounts:
Minimum Order Value:
For orders under 250 words, we charge a
minimum fee of €45.00 net.
Reason: Fixed costs for project management,
quality assurance, and invoicing.
Common Mistakes in Translator Invoices
1. Not specifying text analysis
Problem: Client can't understand volume Solution: Always include word or line count
2. Missing language combination
Problem: Confusion with multilingual projects Solution: Clearly name source and target language
3. Surcharges not justified
Problem: Client doesn't understand extra charges Solution: State subject area or rush order as reason
4. CAT discounts not transparent
Problem: Agency questions price Solution: Attach match analysis
5. Delivery date not documented
Problem: Dispute over rush surcharge Solution: Include order and delivery date on invoice
VAT on Translations
Domestic Clients
Show regular 19% VAT.
EU Clients with VAT ID
Note on Invoice:
Reverse charge applies according to
§ 13b UStG.
Client VAT ID: ATU12345678
Third-Country Clients
Note on Invoice:
Tax-free export service according to
§ 4 No. 1a UStG.
Conclusion
A professional translator invoice is transparent and traceable. It documents volume, language combination, and all surcharges.
Key points:
- Choose billing unit - Standard lines, words, or hours
- Specify language combination - Source and target language
- Justify surcharges - Subject area, rush, certification
- Document volume - Word or line count
- Make CAT discounts transparent - Attach match analysis
With Clever Invoice, you create professional translator invoices in minutes - including automatic standard line calculation and surcharge templates.
Frequently asked questions
Standard lines or words - what is common?
In Germany, standard lines (55 characters including spaces) are standard. Internationally and with agencies, words are usually used. Both models are accepted - consistency in your communication is what matters.
How high should the rush surcharge be?
24-hour delivery: 30-50% surcharge. Same-day: 50-100%. Weekend/holiday: 50-100%. The surcharge compensates for overtime and displaced other projects. Communicate rush prices upfront in the quote.
Do I have to give CAT discounts?
For agency jobs often yes, for direct clients not necessarily. The discount acknowledges less translation effort for repetitions. But: You also need to factor in TM maintenance and software costs. 100% matches are never really free.
How do I bill certified translations?
Translation fee plus certification fee (€20-50 per document). You must be an authorized/sworn translator. Certification is a separate service and should be shown separately.
Do I need a minimum order value?
Yes, highly recommended. Small orders (under 250 words) have high fixed cost share for project management and QA. A minimum of €40-60 is common in the industry and legitimate.