Proofreader Invoice Template
A proofreader invoice bills word, lists services, fees and labour on separate lines and states the terms (50% upfront, balance on return of manuscript). This template is pre-filled for proofread a 62,000-word novel manuscript and check the typeset proof before printing: 6 lines totalling $1,481.00 before tax. Edit it and download the PDF.
Pre-filled for a proofreader: proofread a 62,000-word novel manuscript and check the typeset proof before printing. Example prices: replace them with your own.
From
Lakeside Proofreading
134 Market Street
Madison, WI 53703
billing@example.com
(312) 555-0134
Invoice
Bill to
Robin Okafor
63 Linden Place
Fairview, OR 97024
client@example.com
| Description | Qty | Rate | Amount |
|---|---|---|---|
| Manuscript proofread62,000 words: spelling, punctuation, consistency | 62,000 word | $0.02 | $930.00 |
| Style sheetCharacter names, spellings, capitalization, hyphenation | 1 each | $50.00 | $50.00 |
| Query resolution call with author | 1 hr | $45.00 | $45.00 |
| Second pass on author-revised chaptersChapters 3, 7 and 12 | 9,000 word | $0.01 | $90.00 |
| Rush turnaround, 7 days instead of 1420% of manuscript proofread fee | 1 each | $186.00 | $186.00 |
| Typeset proof checkWidows, orphans, bad breaks, running heads | 240 page | $0.75 | $180.00 |
- Subtotal
- $1,481.00
- Balance due
- $1,481.00
Notes
Thank you for choosing Lakeside Proofreading. Terms: 50% upfront, balance on return of manuscript.
Payment details
Bank transfer or card. Please quote the invoice number.
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Proofreader invoice at a glance
| Typical job | Proofread a 62,000-word novel manuscript and check the typeset proof before printing |
|---|---|
| Main billing unit | word |
| Usual payment terms | 50% upfront, balance on return of manuscript |
| Deposit practice | Book proofreaders commonly take half the fee upfront to reserve a slot in their schedule. |
| Sample lines | 6 lines, $1,481.00 before tax |
| Largest line | Manuscript proofread: $930.00 (63%) |
| Labour hours billed | 1 h, $45.00 |
| Trade-specific fields | Manuscript title, Word count, Style guide followed, File version proofread |
Sample proofreader invoice line items
Proofread a 62,000-word novel manuscript and check the typeset proof before printing: 6 lines adding up to $1,481.00, split into services $1,250.00 (84%), fees $186.00 (13%) and labour $45.00 (3%).
| Item | Qty | Rate | Amount |
|---|---|---|---|
| Manuscript proofread (62,000 words: spelling, punctuation, consistency) | 62,000 word | $0.02 | $930.00 |
| Style sheet (Character names, spellings, capitalization, hyphenation) | 1 each | $50.00 | $50.00 |
| Query resolution call with author | 1 hr | $45.00 | $45.00 |
| Second pass on author-revised chapters (Chapters 3, 7 and 12) | 9,000 word | $0.01 | $90.00 |
| Rush turnaround, 7 days instead of 14 (20% of manuscript proofread fee) | 1 each | $186.00 | $186.00 |
| Typeset proof check (Widows, orphans, bad breaks, running heads) | 240 page | $0.75 | $180.00 |
| Subtotal | $1,481.00 | ||
| Total before tax | $1,481.00 |
What a proofreader invoice should include
- Your proofreading business name, address, phone and email, plus a tax ID if you are registered
- The customer's name and billing address (Robin Okafor in the sample)
- A unique invoice number (INV-6044) and the issue date
- Payment terms and a due date: 50% upfront, balance on return of manuscript
- Manuscript title: for example See notes
- Word count: for example See notes
- Style guide followed: for example See notes
- File version proofread: for example See notes
- Line items in word or per item, each with quantity, rate and amount
- How to pay you: bank details, card link or cheque payee
How proofreaders bill
Proofreaders typically charge per word or per 250-word page, with higher rates for copyediting and rush turnaround.
Proofreaders commonly use "50% upfront, balance on return of manuscript". Book proofreaders commonly take half the fee upfront to reserve a slot in their schedule.
U.S. Bureau of Labor Statistics, Occupational Employment and Wage Statistics, May 2024: median hourly wage of Proofreaders and Copy Markers $23.66 (employees, not contractor rates). The sample's $45.00 per hour for "Query resolution call with author" is 1.9 times that employee figure; a business rate also has to cover insurance, tools, travel, unbilled admin time and profit.
Proofreader invoicing tips
- Invoice from the word count of the file you actually received and print it on the line, because manuscripts often grow by thousands of words between booking and delivery.
- Name the level of edit on the invoice; authors frequently book a proofread and then expect sentence-level rewriting that belongs to the higher copyediting rate.
- Give the style sheet its own line, since the author and typesetter reuse it for later books in the series and it is real work, not a by-product.
- Charge a rush premium as a percentage of the base fee and show the shortened turnaround in the detail, so the extra cost is plainly tied to the deadline.
Proofreader billing disputes to head off
- Authors sometimes blame the proofreader for errors introduced after the pass; recording the file version and date you proofread on the invoice protects you.
- When a manuscript turns out to need heavy editing, flag it before you start and bill any upgrade as a separate line, so the original agreement stays intact.
Work a proofreader can bill for
Core tasks of Proofreaders and Copy Markers (O*NET 43-9081.00, O*NET 29.x task statements, CC BY 4.0). Each can become a line on the invoice.
- Correct or record omissions, errors, or inconsistencies found.
- Mark copy to indicate and correct errors in type, arrangement, grammar, punctuation, or spelling, using standard printers' marks.
- Read corrected copies or proofs to ensure that all corrections have been made.
- Compare information or figures on one record against same data on other records, or with original copy, to detect errors.
- Consult reference books or secure aid of readers to check references with rules of grammar and composition.
- Route proofs with marked corrections to authors, editors, typists, or typesetters for correction or reprinting.
How to make a proofreader invoice
-
Add both parties
Enter Lakeside Proofreading (your business) and the customer, Robin Okafor, then manuscript title.
-
Number and terms
Give it a unique number such as INV-6044 and set the terms to 50% upfront, balance on return of manuscript.
-
List the work
One line per item: the sample runs from "Manuscript proofread" (62,000 word) to "Typeset proof check" (240 page).
-
Check the total
The 6 lines come to $1,481.00; add sales tax only if your state taxes proofreading.
-
Download and send
Download the PDF or print it, then keep a copy with the proofreading records.
Frequently asked questions
How do I make a proofreader invoice?
Add your proofreading business details, the customer, manuscript title, word count, style guide followed and file version proofread, then one line per item with quantity and rate. The template above is pre-filled with 6 lines for proofread a 62,000-word novel manuscript and check the typeset proof before printing totalling $1,481.00; change the prices and download the PDF.
How do proofreaders charge?
Mostly word. Proofreaders typically charge per word or per 250-word page, with higher rates for copyediting and rush turnaround.
When should a proofreader invoice be paid?
50% upfront, balance on return of manuscript is the usual arrangement. Book proofreaders commonly take half the fee upfront to reserve a slot in their schedule. Put the terms and the due date on the invoice so there is no doubt.
How much do proofreaders earn per hour?
U.S. Bureau of Labor Statistics, Occupational Employment and Wage Statistics, May 2024: median hourly wage of Proofreaders and Copy Markers $23.66 (employees, not contractor rates). Self-employed rates are usually higher because they cover overhead and unbilled time.