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Free Transcriptionist Invoice Template

Invoice clients for audio, video, legal, and medical transcription projects clearly and professionally. Keep your freelance billing organized and consistent.

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What is a Transcriptionist invoice?

A transcriptionist invoice is a billing document used by a freelance or professional transcriptionist to charge clients for converting spoken audio or video content into written text. Services include general audio and video transcription, legal transcription, medical transcription, verbatim transcription, and captioning or subtitling. Billing is typically calculated per audio minute, per word, or per page, and the invoice records the file details, turnaround time, and any applicable rush or formatting fees.

What to include on a Transcriptionist invoice

Common transcriptionist invoice line items

Service Typical Rate Unit
Audio/Video Transcription (standard turnaround) $1.00 - $3.00 per audio minute
Audio/Video Transcription (rush, 24 hrs) $2.00 - $5.00 per audio minute
Legal Transcription (deposition, hearing) $2.50 - $5.00 per audio minute
Medical Transcription (dictation) $0.07 - $0.14 per word
Verbatim Transcription with Timestamps $1.50 - $4.00 per audio minute
Caption or Subtitle File (SRT/VTT) $1.50 - $3.50 per audio minute

How to invoice as a transcriptionist

Invoice immediately upon delivery of the completed transcript. Include the file name or project reference, the audio duration (or word count for medical), and the rate used. For recurring clients (e.g. a law firm or podcast network), invoice weekly or bi-weekly for all files delivered in that period. Clearly distinguish between standard, expedited, and rush turnaround tiers on the invoice, as rates differ and clients need to verify the tier they authorized. For legal and medical transcription, include a confidentiality note and retain a secure copy of the invoice and file log for compliance purposes. Payment terms of net 14 are standard for corporate clients, and due on receipt works for individuals.

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Frequently asked questions

Should transcriptionists charge per audio minute or per word?
Per audio minute is the most common billing unit for general, legal, and video transcription because it is easy for both parties to verify using the media file duration. Per word or per page billing is more common in medical transcription, where dictation quality is highly variable and word density differs significantly between specialties. Per-word rates for medical transcription typically range from $0.07 to $0.14. Choose the model that best reflects your actual time investment and is consistent with industry norms for your niche.
How do I price rush or expedited transcription on an invoice?
Rush and expedited rates are typically expressed as a multiplier or flat surcharge on top of the base rate. A 24-hour turnaround might carry a 50 to 100 percent premium over the standard rate. List the rush rate as a separate line item or clearly note the turnaround tier in the service description (e.g. 'Audio transcription, 24-hr rush, 45 min at $3.50/min'). Always confirm the turnaround tier in writing before starting work to avoid disputes about which rate applies.
How do I invoice for legal transcription projects?
Legal transcription (depositions, court hearings, attorney meetings) is billed per audio minute and at a premium rate due to the accuracy requirements and terminology involved. Your invoice should include the case name or reference number, the date of the original recording, the audio duration, and your per-minute rate. For law firms, use net 14 to net 30 payment terms and address the invoice to the accounts payable contact. Confidentiality is critical: note your NDA compliance in the invoice footer if applicable.
Do transcriptionists need to charge sales tax?
Tax treatment of transcription services varies by jurisdiction. In most US states, professional transcription is a service and is not subject to sales tax. However, some states tax computer-related or digital services. Medical transcription provided to healthcare facilities may be exempt in certain jurisdictions. Outside the US, VAT or GST may apply once you exceed the registration threshold. Check with a local accountant, especially if you work with clients in multiple states or countries.
How should transcriptionists handle audio files that are inaudible or low quality?
Establish a policy before accepting a project: poor audio quality (heavy accents, background noise, overlapping speakers) takes significantly longer to transcribe and should be billed at a higher rate or flagged upfront for approval. You can charge a 'difficult audio' surcharge of 25 to 50 percent over the standard rate. Note this on the invoice with a brief explanation. If the file is so poor that accurate transcription is not possible, notify the client before starting and agree on a revised rate or return the file.
How do I invoice for a large ongoing transcription contract?
For recurring contracts with a high volume of files (e.g. a media company, podcast network, or hospital system), bill weekly or bi-weekly rather than per file. Compile a file log showing each file name, duration, turnaround tier, and per-minute rate for the billing period. Attach the log to the invoice as a supporting document. Set agreed payment terms at the start of the contract (net 14 to net 30) and send invoices consistently on the same day each cycle to establish a reliable billing rhythm.
Can I use this template for free?
Yes. Tidybill's free plan lets you create up to 5 invoices per month at no cost, with no credit card required. You can use the Transcriptionist invoice template straight away after signing up.
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