How do I link a translator invoice to a project?

Record the invoice under the project record and attach the file, so the cost, the language pair, and the client PO all stay together for that project.

Can I see project cost and revenue together?

Yes — record the client PO amount and the translator invoices on the same project so you can review them side by side. Cash Workspace organizes the records; it doesn't compute margin for you.

Where do CAT-tool subscriptions go?

Record Trados, memoQ, Phrase, and similar tools as agency expenses by category and date with receipts attached, separate from per-project translator costs.

Cash Workspace

Use the Freelancer template

Consultant & agency finance · Localization

Organize translator costs and client billing per project

A translation or localization agency runs many small projects at once — each with a word count, a language pair, and one or more freelance translators to pay — while billing the client off a purchase order. When the translator invoice isn't linked to the project and PO, margins and reconciliation get murky. Cash Workspace gives the agency one organized place to record each project's word count and language pair, attach freelance translator invoices, link costs to the client PO, and record CAT-tool subscriptions.

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The problem

Why translation projects are hard to reconcile

Each project has client revenue (the PO) and translator cost (freelance invoices), often across several language pairs. When those aren't recorded against the same project, you can't see cost and revenue side by side.

A freelance translator's invoice arrives but isn't linked to the project it belongs to.
The client PO and the project record live in different places, so billing detail is hard to confirm.
Word count and language pair aren't recorded, so similar projects can't be compared later.
CAT-tool and TMS subscription costs aren't recorded as agency expenses.
Multiple translators on one localization project make it unclear what the project actually cost.

The workflow

Record each project, cost, and PO together

Set up the project once, then record translator invoices and the client PO against it so cost and revenue stay together.

1
Open the project record
Create a project tagged to the client with word count, language pair(s), and deadline.
2
Attach the client PO
Attach the purchase order so the billing basis stays with the project.
3
Record translator invoices
Record each freelance translator's invoice — name, language pair, rate, amount — and attach the invoice.
4
Record tool costs
Record CAT-tool and TMS subscriptions (e.g. Trados, memoQ, Phrase) as agency expenses by date.
5
Review per project
Open the project to see the PO revenue and translator costs side by side before you bill.

Record structure

What to record for each project

A consistent field set keeps translator cost and client billing reconcilable.

Client and project: Consistent client tag and project name tying everything together.
Language pair: Source and target, e.g. EN→DE, recorded per project or per task.
Word count: Billable words, so similar projects can be compared later.
Client PO: The purchase order number and amount, with the PO attached.
Translator: Which freelance translator did the work, kept as a consistent record.
Translator invoice: The freelancer's invoice amount and the file attached to the project.
CAT/TMS cost: Tool subscription costs recorded as agency expenses by date.
Status: In progress, delivered, invoiced to client, or paid.

Example setup

An example project folder setup

One way to organize translation projects inside your workspace.

ACME — EN→DE manual

Word count, language pair, the client PO, and each translator invoice attached.

Translator invoices

Freelance translator invoices, each linked to the project and language pair they cover.

Client POs

Purchase orders attached to their projects so billing detail is always at hand.

CAT/TMS tools

Trados, memoQ, and Phrase subscription costs recorded as agency expenses with receipts.

Common mistakes

Mistakes to avoid

Recording a translator invoice without linking it to the project and PO.
Not recording word count and language pair, so projects can't be compared.
Keeping the client PO separate from the project record.
Forgetting to record CAT-tool and TMS subscriptions as expenses.
Billing a multi-translator project without reviewing all linked costs first.

How it helps

How Cash Workspace helps

Project-level records

Record each project with word count, language pair, and the client PO so the billing basis is organized.

Translator costs linked

Record and attach each freelance translator invoice to its project so cost and revenue sit side by side for review.

Tool costs tracked

Record CAT-tool and TMS subscriptions as agency expenses by date with receipts attached.

Subcontractor payments

Organize freelance contractor invoices and payment status.

Purchase order records

Keep client POs filed and linked to projects.

Budget vs actual

Keep planned and actual project costs side by side.

Multi-currency invoices

Organize invoices across currencies and clients.

All finance workflows

Browse the full Cash Workspace workflow library.

FAQ

Translation project records FAQ

How do I link a translator invoice to a project?: Record the invoice under the project record and attach the file, so the cost, the language pair, and the client PO all stay together for that project.
Can I see project cost and revenue together?: Yes — record the client PO amount and the translator invoices on the same project so you can review them side by side. Cash Workspace organizes the records; it doesn't compute margin for you.
Where do CAT-tool subscriptions go?: Record Trados, memoQ, Phrase, and similar tools as agency expenses by category and date with receipts attached, separate from per-project translator costs.

Organizing help — not tax, accounting, or legal guidance

Cash Workspace is a free workspace for organizing invoices, expenses, receipts, clients, and documents. This page is organizing guidance only — not tax, accounting, legal, or bookkeeping guidance. Cash Workspace does not connect to your bank, does not scan or read your receipts for you, and does not move or collect payments. Whether an expense is deductible depends on your situation, so confirm it with a qualified accountant or tax professional.

Keep cost and PO together per project

Start a free workspace and record each translation project with its word count, PO, and translator invoices linked, so billing and reconciliation stay clear.