How to issue invoices

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Overview

Invoices should contain the following details:

At the top: Your name or business name/qualifications/postal address/telephone and fax numbers/e-mail address/web site/VAT ID number

A unique consecutive invoice number. To obtain this, you need to invent a system yourself, e.g. "Year + consecutive number + client number" is my present system. "2010001-127" would be an example, meaning that the year is 2010, it is Invoice No. 1 and Client No. 127.

The date on which you write the invoice. Underneath that, the date by which you expect to receive payment

The word "Invoice", or "Invoice issued to:"

Your client's name or business name/qualifications/postal address/telephone and fax numbers/e-mail address/web site/VAT ID number

Description of work (language pair + type of document or name of document, for example)

Name of project manager (in the case of an agency)

I put the following information in a table:

Exact name of document(s) received for translation

Date on which each translated document was delivered to the client

Client's project number

My own project number

Number of units translated (words/lines/pages/charcters)

The rate applied per unit

The total amount (units translated x rate)

All the above information listed separately for each document concerned.

After the total:

Any tax to be applied (e.g. VAT)

Final total

Or otherwise:

A line saying that it is incumbent upon the client to pay any VAT due (in the case of clients in other EU countries)

Instructions how to pay

Bank account details and any international codes relevant for international bank transfers (BIC/Swift)

If applicable, e-mail address for PayPal payment

A line thanking the client for the order (not mandatory)

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