Five Ways I’ve Become More Efficient With Non-Billable Work as a Freelance Interpreter
Freelancing as an interpreter often means juggling one-off assignments, a mix of new and returning clients each week, and constantly shifting payment terms.
Over time, I’ve learned that staying on top of admin isn’t just about getting paid on time. It’s also about reducing friction, avoiding stress, and keeping everything running smoothly behind the scenes.
Here are five ways I’ve streamlined my (very boring, but absolutely necessary) non-billable tasks:
1. No More Word or Excel for Quotes and Invoices
I used to create all my invoices manually in Word or Excel. Even with a template, I’d often forget to update something or miss a key detail, like a due date or client name, which led to mistakes and follow-up emails.
Now I use Monzo Business or Xero, depending on the job.
Monzo Business is great for everyday invoicing. I simply fill in blanks with information that needs to be added: no formatting required, no wondering what the next invoice number should be. It also sends automatic notifications when invoices are paid or overdue and even matches payments to the correct invoice when the details line up. And you can save all your clients’ details so that when you work with them again you don’t need to type in their information, or find your last invoice to them.
For more complex quotes, like those involving equipment hire or multi-service projects, I use Xero. Its layout is more detailed and easier to navigate when I need to break things down. It also allows to send an acceptance link and easily revise quotes.
That said, Monzo is unbeatable for mobile use, especially when I need to send a last-minute quote from my phone. This comes in particularly hand with my court interpreting assignments, which are mostly last-minute.
2. Standardised Wording Saves Time and Energy
Creating templates has been a huge game-changer. I now have standard documents and email drafts for things such as:
Translation and interpreting quotes
Quote + T&Cs acceptance emails
Late payment reminders (both polite and firm)
These are all saved in my email drafts, so I can grab them quickly without having to rewrite or overthink each time.
When sending a quote, I also attach my terms and conditions with a standard email that invites the client to confirm acceptance. I add the following line to the quote itself:
“Accepting this quote confirms your agreement to the attached terms and conditions.”
This keeps things legally tidy and protects both parties: no ambiguity, no back-and-forth.
3. Email = Contract
On that note, a key thing many freelancers don’t realise: in the UK, accepting terms via email is legally binding.
That means no need for physical signatures, printing, scanning, or delays. A clear email trail is enough and clients appreciate the straight-forwardness too. It’s faster, easier, and perfectly valid.
4. Client Portal Management
Many agencies require freelancers to submit invoices via custom portals. Early on, I wasted precious time digging through old emails to find login links, especially when chasing delayed payments or needing to re-upload something.
Now I bookmark every portal I use and keep those bookmarks until the invoice is paid, even for clients I only work with occasionally. The rule is: if you owe me, you are bookmarked.
Also, if an agency wants me to raise an invoice through their system, I still generate my own invoice on Monzo. This helps me remember:
Which job it was;
Where the invoice was submitted;
When to chase it if needed.
5. Add Helpful Details to Invoices
Even if the client doesn’t ask for it, together with my standard T&C, I always include:
The job number;
The project manager’s name and email;
The accounts department’s email;
The email address where the invoice is to be sent or the portal where it will be uploaded.
Why? Because sometimes the individual who will receive your invoice is not the PM. Or weeks later, when you’re trying to track down who assigned the job or who to contact about payment, that information becomes gold.
It’s a small habit that’s saved me so much time.
Final Thoughts
None of this admin work is glamorous — but when done right, it frees up energy for what we actually enjoy (and get paid for).
I'd love to hear how other interpreters manage their admin, what tools or habits have made a difference for you?