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Interpreter invoice template for Personnel

your translation invoice has one very simple aim to get them to pay you on time now for that to happen your invoice must have all the right content and in this video we're going to identify what that is and how to include [Music] it hi I'm Dennis Brown and our company has been providing translation and interpreting services to clients across many business sectors for over 20 years in this video I'm going to quickly run through the nine Essential Elements every translation invoice should include I'll share some key tips that have worked well for us and I'll give you some proven wording for your invoice descriptions all designed to ensure your clients have precisely the information they need to immediately approve your invoice and shedule it for payment so let's dive into these nine required components firstly your details your invoice must state your name or company name address and contact details you'll also want a link to your website and your logo if have one two your tax or business number in many jurisdictions this will be required for your invoice to be legal but even if it's not it's still a good idea to include it it portrays you in a more professional light and avoids any pedant in your client's organization querying your invoice but of course if you're a sold Trader you may not need or have such a number thirdly your client details your invoice should be addressed to your client stating their name and address I also recommend including the name of the person you're invoice es to go to or failing that the person you dealt with this just makes it easier for your client to follow up internally if your invoice can't immediately be approved now here's a quick tip clarify with your client at the start of the project who your invoices to go to and what reference numbers they need that's because most delays in payment occur either because the invoice doesn't get to the right person or it doesn't have the right information the person approving it actually needs number four heading the word invoice should appear prominently so it's clear what your document is similarly the word statement if you send monthly statements and another option for your heading is invoice for translation services number five is your invoice number develop an invoice numbering system for your translation work that works for you and here are some common ways of doing that number six your invoice date I suggest making this stand out so it's very easy to find that's because clients often schedule approved invoices for payment based on the state so they want to be able to see it straight away if they can't they may schedule your invoice for payment a further month out and here's another tip if early in a new month you're invoicing a job that you finished in the month just ended date it last month rather than at the current date this will often get you paid a month earlier number seven your payment terms and payment method specify how your clients can pay you for your services for example by check direct credit credit card Etc and provide all the details they need for each method number eight description and charge basic your description needs to spell out what work you did and include any reference text or numbers your client wants or needs now I favor heaps of detail here something like this this level of detail just makes it easier for clients to either immediately approve your invoice or chase things up inally if they can't you also need to make it clear what your charge basis is for example by quote number of words time Etc again I fav spelling this out as it provides transparency which is always a good thing and again makes it dead easy for to follow things up in their organization of need be number nine total you'll need a field for the invoice total or more likely separate fields for a subtotal amount of taxes and a grand total here's an important tip make sure you check and double check all descriptions job references amounts and totals before sending any invoice so those are the nine essential items but here are two other optional but recommended components to your invoice number 10 I thank you for your business message this is simply a nice G gure and it's never a bad idea to portray yourself as appreciative and pleasant to do business with 11 a marketing component often your invoices will go directly to the person that ordered the translation from you for their approval and if they engage your services once they may well do it again so it makes sense for your invoice to gently remind that person why it was such a good idea getting you to translate their materials doing that might just keep you front of mind and so help you get further work from them you can do this by including a marketing section in your translation invoice template something that spells out the services you provide what sets you apart and why they should use you and it's also important to make the section stand out that's because your client will be focused on your invoice description and the charge amount and could easily miss it otherwise that's it now head over to our blog article for three excellent invoice templates we've designed especially for translators and for a free summary checklist you can download and you might see some other articles of interest if you like this video please give us a thumbs up and subscribe to our Channel thanks for watching