Agency jobs
Jobs from translation agencies, with PO numbers and net terms noted.
Templates · Invoice tracking
Translation invoice tracker template, job by job
Translation invoices vary by the job: a 4,200-word EN-ES contract at a per-word rate, a two-hour DE-EN interpreting booking at an hourly rate, sometimes with a rush surcharge, and the terms differ wildly between agencies and direct clients. When jobs aren't recorded with their rate basis and language pair, agency net-60 invoices get lost. This template gives translators one place to record every job invoice with its rate, pair, and status.
The problem
Why translation invoices are hard to track
Each job has its own rate basis, language pair, and possible surcharge, and agency clients pay on long terms with their own PO process. A flat invoice list loses all of that.
- A per-word job and a per-hour interpreting booking sit in the same list with no rate basis noted.
- A rush surcharge was agreed by email but never made it onto the invoice record.
- Agency invoices on net-60 terms get forgotten because they're not flagged.
- You can't tell which language pairs bring the most repeat work.
- A direct client paid but the agency PO for another job is still outstanding.
The workflow
Record each job invoice with its rate basis
Create one invoice record per job and capture the rate basis, language pair, and client type so every job reconciles.
- 1
Open the job record
When a job is confirmed, record the job reference, client, whether it's an agency or direct client, and the language pair.
- 2
Record the rate basis
Note per-word or per-hour, the rate, and the word count or hours so the total is traceable.
- 3
Add any rush surcharge
Record a rush surcharge line where one was agreed, so the invoice matches the quote.
- 4
Set the status and terms
Mark the invoice sent or paid and note agency payment terms (e.g. net-60) so long-dated invoices stay visible.
- 5
Attach the source file and PO
Attach the source document and the agency PO to the job record so the work and the paperwork stay together.
Record structure
What to record for each job
These fields capture how each translation or interpreting job was actually priced and who owes for it.
- Job reference
- Your own reference, e.g. 2026-ENES-031, unique per job.
- Client and type
- The client and whether it's an agency or a direct client, which sets the terms.
- Language pair
- Source and target, e.g. EN-ES or DE-EN, so you can see your busiest pairs.
- Rate basis
- Per-word or per-hour, the rate, and the word count or hours billed.
- Rush surcharge
- Any agreed surcharge for urgent turnaround, recorded as its own line.
- Amount
- The job total and currency.
- Payment terms
- Net terms for agency clients, so net-60 invoices stay on your radar.
- Status
- Sent, partially paid, paid, or overdue.
- Source file and PO
- The source document and agency PO attached to the job record.
Example setup
An example folder setup
One way to organize translation jobs in your workspace.
Direct client jobs
Jobs invoiced straight to end clients, usually on shorter terms.
Source files
The source documents for each job, attached to their records.
Awaiting payment
Sent invoices not yet paid, especially long-dated agency ones.
Common mistakes
Mistakes to avoid
- Not recording whether a job was per-word or per-hour, so totals can't be checked.
- Forgetting the rush surcharge that was agreed only by email.
- Treating agency net-60 invoices like instant-pay direct invoices.
- Mixing language pairs into one list so you can't see what work repeats.
- Keeping source files apart from the invoice that billed them.
How it helps
How Cash Workspace helps
Rate basis on every job
Record per-word or per-hour with the rate and quantity so each total is traceable.
Agency vs. direct visibility
Tag each job by client type and note net terms so long-dated agency invoices stay visible.
Source files attached
Attach the source document and PO to each job so the work and paperwork stay together.
Related
Related templates and workflows
Copywriter template
Track word-based and project invoices the same way.
Per-client invoice archive
Keep each client's invoice history together.
Unpaid invoice tracker
Organize overdue agency invoices for follow-up.
Receipt management
Keep freelance receipts filed alongside invoices.
All finance workflows
Browse the full Cash Workspace workflow library.
FAQ
Translation invoice tracking FAQ
- How do I track per-word and per-hour jobs together?
- Record a rate-basis field on each job — per-word or per-hour, with the rate and the word count or hours — so both kinds of jobs sit in one list while each total stays traceable to how it was priced.
- How do I keep agency invoices from getting lost?
- Tag each job by client type and record the agency's payment terms, such as net-60, then keep an 'awaiting payment' folder so long-dated agency invoices stay visible until they clear.
- Can I attach the source file to a job?
- Yes. Attach the source document and the agency PO to the job record, so the file you translated and the invoice that billed it live in one place.
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.
Track every translation job in one place
Start a free workspace and record each job with its rate basis, language pair, and status so agency invoices never slip and every total stays traceable.