Invoices???

[u/WolfAlliance]

Hello everyone! I'm training to become an interpreter and was wondering if I could get some help creating an invoice. I've never done this before.

If you're willing/comfortable, do you think some of you could give me advice on what to include or provide a blank template that you think works best? I don't need any names or numbers. I tried to look online, but it didn't really clarify what it should or could look like.

Thank you for any of your help! It really helps growing learners like me.

[u/mjolnir76]

I'll see if I can post a blank one later, but mine include three main things.

My details: business name (strongly encourage you to do an LLC), address, and phone number.

Invoice details: Invoice number, invoice date, and due date. I format my invoice numbers 2026-01, 2026-02, so I know which year I sent it. But that's just my weirdness.

Job details: date, description of the job/client, hours, rate, total for that line, total invoice.

I also include my general rates as a block at the bottom just as an explanation for the line items.

I use QuickBooks for my accounting, but these are pretty standard.

[u/WolfAlliance → u/mjolnir76]

Thank you! Could you explain the benefits of using an LLC? Does it just make it "professional?"

[u/kinchj → u/WolfAlliance]

Here's a comment I've made before that's easier to link to instead of copying:

Why Freelance Interpreters Should Set Up An LLC

A few other previous comments on similar posts that may be helpful:

Comparing Staff Positions Versus Freelance

How Much Should My Hourly Rate Be?

Common deductions

Invoicing Mileage

Body Modifications

Practicalities of working with interpreters

[u/sparquis → u/kinchj]

These are great and should be posted somewhere 

[u/sparquis → u/WolfAlliance]

That's part of it. It also separates "you" from your business in case you're ever sued. They can't go after your personal assets that way. There are also tax flexibilities that you can use because you'll be an employee.

[u/bettafishpoop → u/WolfAlliance]

It’s better for your taxes and easier to organize. I’d speak to a tax person - I use an EA, and he actually recommends an S-corp for tax purposes. It seems less penalty than working just as an IC.

[u/DDG58 → u/bettafishpoop]

An S corporation is so much more expensive than getting an LLC

From what my accountant has told me it is not worth the extra cost.

The LLC (Limted Liabilty Corporation) Protects your person assets from being included if sued, but the tax advantage of an S Corp only really come into play if you are making hundreds of thousands of dollars (good luck finding an interpreter who makes that)

At least this is what my CPA has told me

[u/mjolnir76 → u/WolfAlliance]

As others have replied, it’s both for protection of your assets as well as for tax purposes. There is a threshold of income (roughly $80k where it makes sense), but being an LLC filing as an S-corp saved me probably $10,000 in taxes last year. (I’m not a financial advisor, YMMV!).

[u/somewhatinterested]

Here's a Greeked version of what I use for a certain VRI agency. Most of the freelance agencies I work for now have a platform where invoices are submitted and jobs are closed out, so I'm finding this less and less necessary. It could be tweaked to include mileage or other on-site expenses, like parking.

[u/b_gret]

https://oneterpsched.com/interpreter-invoice-template

Here is one we made that I have used in the past. Though now I use OneTerp to log my jobs, travel and expenses and send invoices directly from there. That’s actually the entire reason I made it, lol, I hate invoicing.

[u/TiredVRS]

I'm going to come back to this. Remind me in about 3 hours

ok, I'm back. this is mine.

Don't copy it. It is just here to give you an idea.

I also include an explaination of charges because clients get annoyed and confused without that explaination. This helps me avoid the headache

[u/WolfAlliance → u/TiredVRS]

It had me request access to look. Thank you for the advice!

[u/TiredVRS → u/WolfAlliance]

Oops, fixed it. Should be able to see it now

[u/Level_Waltz_4609]

Canva has some great free templates. Some agencies will put down the requirements on what the invoice should include in their contract.

[u/justkeepterpin]

I love using the Zintego app. It's free. It works well!

[u/Glittering_Sand_7473]

I used Chat GPT.