Translation Service Invoice Template - New Zealand

Translation invoices typically itemize services by word count, hourly rate, or per-document fee, depending on the service type. For word-based work like document translation, specify the source language, target language, word count, and rate per word. Hourly services (editing, proofreading, project management) should clearly show hours and your hourly rate. Technical or specialized translation may warrant higher rates than general translation. Separate line items for rush fees, notarization, or certified translation ensure clients understand what they're paying for and reduce payment disputes.

Yes, translation services in New Zealand are standard-rated and subject to 15% GST. Your invoice should show the subtotal before GST, then add GST separately, with the final total clearly displayed. Only charge GST if your annual turnover exceeds the GST registration threshold (currently $60,000); if you're not GST-registered, you cannot claim back GST paid on business expenses. Non-GST-registered translators should indicate on invoices that they're not registered. Showing GST separately avoids confusion with NZ clients.

Standard translation is a direct conversion of text, while certified translation includes a statutory declaration from the translator confirming accuracy and completeness. On your invoice, certified translation should be a separate line item with a higher rate—typically 20–40% above standard translation fees—reflecting the additional professional liability. Certified translations require the translator's details (name, qualifications, contact information) on the document itself. This distinction matters to clients needing certified translations for legal, immigration, or official purposes, so invoice this service distinctly.

Yes, rush translation premiums are standard in the translation industry and should be clearly itemized on your invoice. Most translators charge an additional 20–50% surcharge for work needed within 24–48 hours, reflecting the pressure on your schedule and potential need to turn down other projects. Your invoice line item should specify 'rush surcharge' or 'urgent delivery fee' with the percentage or flat rate applied. Clients expect this charge and understand it reflects faster turnaround. Establish rush rates upfront in your quote to avoid negotiations after invoicing.

Yes, separating proofreading from translation on your invoice is best practice and often necessary for accurate billing. Proofreading alone (reviewing already-translated text) is typically charged hourly or per-word at a lower rate than initial translation. If you're providing translation plus proofreading, show these as separate line items so the client understands the full scope and value of your work. Some clients request proofreading without translation. Clearly labeling these services prevents confusion about what's included and helps you track time spent on each project phase.

Standard payment terms for translation services in New Zealand range from payment due on invoice (immediate) to Net 30 (payment within 30 days). Larger projects or recurring clients may negotiate Net 45 or Net 60. As a freelancer or small translation business, consider requiring a deposit—typically 30–50% of the project cost—upfront, with the balance due upon delivery or within 14 days. State your terms clearly on the invoice using language like 'Payment due within 14 days of invoice date' or '50% deposit due upon approval, balance due upon delivery.'

Notarization is a separate service and should appear as a distinct line item on your invoice. It involves a qualified third party (usually a lawyer or notary) witnessing and certifying that you're the translator and that the translation is accurate and complete. You can include the notarization cost directly if you're performing it, or pass through the notary's fee if you're arranging it on the client's behalf. List it as 'Notarization of translated documents – [number of pages/documents]' with the per-document rate. Many NZ immigration and legal applications require notarized translations.

Your translation invoice must include your business name, address, and contact details; the client's name and address; a unique invoice number and date; a clear description of translation services (source and target languages, word count or hours); applicable GST itemized at 15% if GST-registered; payment terms; and any relevant terms and conditions. Include your GST number if registered. For professional credibility, add your translator credentials, qualifications, or accreditations in the header or footer. Each line item should clearly specify the language pair, service type, and rate.