Invoicing for translation agencies Thread poster: Mark Somers
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Mark Somers
Belgium
Local time: 17:09
Member (2017)
Dutch to English
+ ...
I often find it really cumbersome to deal with the 'invoicing systems' of translation agencies.
They create 'invoices', which obviously is not up to them, and pay without any reference to my invoices.
A lot of them have awkward procedures, making that time of the month when I have to make my invoices a time-consuming business,
followed by an equally difficult follow-up.
Hard to imagine I'm alone in this, but maybe somebody has found a good way of dealing with it.... See more I often find it really cumbersome to deal with the 'invoicing systems' of translation agencies.
They create 'invoices', which obviously is not up to them, and pay without any reference to my invoices.
A lot of them have awkward procedures, making that time of the month when I have to make my invoices a time-consuming business,
followed by an equally difficult follow-up.
Hard to imagine I'm alone in this, but maybe somebody has found a good way of dealing with it.
Looking forward to your responses.
Best, ▲ Collapse
| | | | Thomas Pfann 
United Kingdom
Local time: 16:09
Member (2006)
English to German
+ ...
| Not all invoicing systems are bad | Jul 26, 2021 |
Some agencies have great invoicing systems which make my life easier. Usually, I can submit my own invoice number so I don't need to do much - just save the automatically created invoice for my records. Those systems are great.
But of course, there are also other systems which are annoyingly cumbersome or untransparent. I tend to be fairly impatient, so usually I only bother with those systems once and then simply stop working for agencies whose systems are too cumbersome.
| | | | Adieu
Ukrainian to English
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| Gotta love it | Jul 26, 2021 |
When somebody's system is such a PITA to work with that contractors don't want to take their money
| | | | | Tell the agency! | Jul 26, 2021 |
I have one client whose system creates invoices for me - the whole system functions smoothly, from the link in an e-mail from the PM, through downloading the source, delivering the translation, acknowledging receipt and finally invoicing.
The document produced has my invoice number on it, and is in a format that I can save and print out, and which is recognised as valid by the tax authorities where I live, which is quite important.
I do several jobs for this client most months... See more I have one client whose system creates invoices for me - the whole system functions smoothly, from the link in an e-mail from the PM, through downloading the source, delivering the translation, acknowledging receipt and finally invoicing.
The document produced has my invoice number on it, and is in a format that I can save and print out, and which is recognised as valid by the tax authorities where I live, which is quite important.
I do several jobs for this client most months and invoice them monthly. And of course, they pay as agreed.
I have had hassles with other agencies, needing to wait until after the end of the month before submitting an invoice, not being able to log in, or needing a new password every time... And then the invoice they produce is not valid.
Of course, it is an advantage for an agency if all the details they need are already in their system, and they do not have to type in or copy details from dozens of freelancers who all have different formats and requirements. That still does not mean they can ignore the rules translators are obliged to follow, and some at least can set up a system that is an advantage for the translator, or at least not just extra hassle - unpaid!
I have been in the lucky position for several years that if a client's system is a PITA, I simply refuse to work for them. I don't go quietly, however - I let them know why!
Several have tried to recruit me again, and the first thing I ask about is the portal: have they changed it since I last gave up on it? Because if not, there is no need to waste more time. If I have to fight to get paid, I am not interested. There are still clients who are easy to work with, and I prefer to support them. ▲ Collapse
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As you say, some of those platforms are a pain! They might be convenient for agencies but take up more of the translator's time. On the one hand, when there is a problem it’s impossible to discuss and reason with a machine and, on the other hand, Portuguese tax authorities don’t accept these automatically generated invoices and I have to redo them. How do I deal with them? By avoiding them! My long-standing customers don’t use them; I had two very sporadic clients who worked with translati... See more As you say, some of those platforms are a pain! They might be convenient for agencies but take up more of the translator's time. On the one hand, when there is a problem it’s impossible to discuss and reason with a machine and, on the other hand, Portuguese tax authorities don’t accept these automatically generated invoices and I have to redo them. How do I deal with them? By avoiding them! My long-standing customers don’t use them; I had two very sporadic clients who worked with translation management platforms but I dropped them some time ago… ▲ Collapse
| | | | Mark Somers
Belgium
Local time: 17:09
Member (2017)
Dutch to English
+ ...
TOPIC STARTER
Indeed, these 'invoices' aren't valid here (in Belgium) either, so they're a pure waste of time, and only helpful for the agencies.
However, some of these agencies provide regular work and pay well and on time, so it's not always easy to dismiss them.
| | | | Thomas Pfann
United Kingdom
Local time: 16:09
Member (2006)
English to German
+ ...
| Create an invoice for your own records | Jul 27, 2021 |
Mark Somers wrote:
Indeed, these 'invoices' aren't valid here (in Belgium) either, so they're a pure waste of time, and only helpful for the agencies.
However, some of these agencies provide regular work and pay well and on time, so it's not always easy to dismiss them.
In such cases you could simply create your own invoice for your tax records.
I used to have an agency client whose system included automated monthly payments with no invoice at all. For my own records, I created a simple invoice just to have an invoice number and something to file. This was purely for my own records and I didn't even send this invoice to the client.
| | | | | I used to do my invoices in about an hour on the last day of the month. | Jul 29, 2021 |
Now it's so complicated and time consuming that I put it off for weeks. Does anyone else have this experience?
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Mark Somers
Belgium
Local time: 17:09
Member (2017)
Dutch to English
+ ...
TOPIC STARTER
philgoddard wrote:
Now it's so complicated and time consuming that I put it off for weeks. Does anyone else have this experience?
Absolutely, it takes me hours now, to keep up with both my legal invoicing obligations and the separate hassle of all those platforms.
Boring.
| | | | | Charge for it | Jul 29, 2021 |
If you otherwise enjoy working with these clients, charge for it. Factor the additional time into your price. They're not going to change their systems for you but you won't be as irritated if you know you're getting paid for your time.
My rates (normally project prices) are based on all the work involved in a job: initial correspondence, setting up the job, research, translation, revision, proofreading, invoicing, one round of comments/queries (up to an hour), and issuing a receip... See more If you otherwise enjoy working with these clients, charge for it. Factor the additional time into your price. They're not going to change their systems for you but you won't be as irritated if you know you're getting paid for your time.
My rates (normally project prices) are based on all the work involved in a job: initial correspondence, setting up the job, research, translation, revision, proofreading, invoicing, one round of comments/queries (up to an hour), and issuing a receipt on my tax system here.
If a client has a cumbersome system but I've no other beef with them, I quote them slightly more than one who doesn't. ▲ Collapse
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