Translators send a quote before starting almost every project, because the client needs a price and a deadline before sending files. Clients typically compare per-word rates, turnaround time, certification options, and whether the price is fixed or depends on a final word count. Quotes are usually based on a sample or the full document so the count and difficulty are visible.
When to use estimates: Use estimates to provide project quotes and get client approval before starting work. Once approved, convert your estimate to an invoice with one click to collect payment.
Create an invoice for payment collection
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PDF will be generated with filename:
Invoice_1001_Client_2026-10-14.pdf
Spanish for Mexico and Spanish for Spain, or Simplified and Traditional Chinese, can be different projects with different effort and pricing.
If the final count differs from the estimate, the client should know whether the price will change.
Scanned images, handwriting, tables, and embedded text take longer to handle and may need extra charges for formatting or retyping.
A realistic deadline and the format of the deliverable (Word, PDF, hard copy) avoid disputes about late or unusable files.
Immigration, court, and academic institutions may require a specific certification statement, and the client must know what you will supply and the cost.
Distinguishes free corrections of errors from billable changes to the source text or style preferences after delivery.
Legal, medical, and corporate clients often want assurance about data handling and whether any machine translation is used.
| Service | Priced | Typical range |
|---|---|---|
| General document translation (e.g. Spanish to English) | per source word | $0.10-0.20 |
| Technical, legal, or medical translation | per source word | $0.15-0.30 |
| Certified translation of a short civil document (birth certificate, diploma) | per page | $25-60 |
| Proofreading or editing of an existing translation | per word | $0.04-0.10 |
| Hourly work (review, terminology, localization QA) | per hour | $40-90 |
| Rush surcharge (under 48 hours) | percent of base fee | 25-100% |
| Minimum job fee | flat fee | $40-100 |
| Notarization or hard-copy shipping | flat fee | $10-40 |
Typical US ranges. Rates vary by region, experience, and job size.
A look at the full file shows word count, layout problems, and terminology difficulty. Quoting from a sample or a description invites surprises, so mark any estimate as subject to the final count.
Give a standard turnaround and price, and a faster option with a stated surcharge. This lets the client choose and shows the premium is for faster delivery.
For birth certificates, marriage certificates, and diplomas, a flat per-document price including certification is easier for clients to compare than a per-word rate.
State your minimum fee and how long the quote is valid, often 14 to 30 days, since workload and availability change.
Usually not for standard documents. For very large projects, sample translations, or consulting-heavy work such as terminology research, some translators charge a small fee, often credited if the client proceeds.
If you quoted a firm price from the full document, hold to it unless the client changes the text. If it was an estimate, say that the invoice will reflect the final count, and tell the client early if it will go up significantly.
You can give a range based on page count and subject, but mark it as an estimate. Documents that look short may contain dense text, tables, or poor scans that change the work needed.
Agencies usually state their rate and ask whether you accept. Check the per-word rate, minimum, deadline, payment terms, and whether repetitions or fuzzy matches are discounted before you agree.
Use the Translator invoice template to bill the client, or convert this estimate once it's approved.
Translator invoice template