Accounting System for Freelance Translators

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Background of the Course

Although it’s one of the more boring tasks, accounting work is a very important part of the freelance translator’s work. Starting from writing up an invoice for billing your clients to the end of the month calculations, end of the year calculations, tax report preparations, and checking for unpaid invoices, you need material that lets you grasp the overall progress of your business and see the trend of your revenue and expenses in one glance so that you can establish long term plans for your business. Myself included, I’ve never seen a single translator who is good at or enjoys this kind of work. However, this is something that you have to face head on. The problem is that there aren’t any good accounting systems for freelance translators that I like and the ones sold on the Internet are ridiculously expensive. Furthermore, because you can’t buy the system and must subscribe to it instead, you have to spend hundreds of dollars a year to renew it. (Refer to the lesson 1 preview for more details). Stuck in that kind of situation, there is an accounting system that I constructed myself.  Although it’s not a particularly fancy system, I’m confident that it’s quite a decent system in its own right. The reason I say this is as follows.

  • It doesn’t cost anything other than the cost of buying this course to construct and manage this system (affordable)
  • This system is easy to understand and easy to use (simple)
  • It satisfies everything that the client, the accountant, the government, and I want (effective)
  • It can easily be changed and adapted depending on a specific client’s request or my own needs (flexible)
  • It can easily be expanded when the number of clients increases or when the year changes (scalable)

 

Other Features of the Course

  • It was made by me (who is not good at using Excel) so it’s not difficult to use.
  • After downloading and understanding the template files that I’ve created, you can input your own data in it and use it right away.
  • Lesson 1 is available free of charge.

Who Will Benefit From This Course

  • Those of you who don’t really yet know why a translator needs an accounting system
  • Those of you who have so far been doing your accounting work haphazardly
  • Those of you who spend too much time on accounting work and receive frequent complaints from clients due to inaccurate invoices
  • Those of you who feel burdened by the cost of the expensive accounting systems
  • Those of you who have felt like the existing system was too complicated and wanted a system that was easy to use and was easy to adjust

Estimated Duration of Time Needed to Take This Course: One day

The lessons became longer than expected because I created this course with the assumption that the students will have no basic understanding or knowledge of accounting systems or Excel, but if you’re proficient in Excel, it will take you less than 3 hours to construct the system.

Course Table of Contents

Lesson 1: Building an accounting system for translators

1. How Bryan came up with his own accounting system 2. Structure of the accounting system

 

Lesson 2: Making your first invoice

1. Components of your invoice 2. Cells in the invoice that contain formulas 3. Converting to PDF

 

Lesson 3: Making invoice by copying
How to copy an entire excel sheet onto another sheet

 

Lesson 4: Making a file for the same client in a different year

How to make a different file that contains the same excel file template

 

Lesson 5: How to make a new file and a new folder for a new client
The invoice folder structure

 

Lesson 6: End of the month filing

1. Taking a look at the end of the month filing 2. A few tips for working in Excel 3. End of the month filing for a different month

 

Lesson 7: End of the year filing

1. Inputting materials to the end of the year file and understanding the calculation 2. Net income, disposable income and the standard of assessment

 

Appendix 1: Efforts to receive payment and recording your end of the month filing

1. Don’t work for the system 2. What matters most is the quality of your clients, not your accounting system 3. Send your invoice at the same time as when you send the project file 4. Checking payments quarterly or every 6 months

 

Appendix 2: How to use the tracking reference number on your invoice

Lessons

Lesson 2: Making your first invoice

Author: Bryan

In this lesson, you will learn how to make an invoice, the most basic and important element in a translator’s accounting system.   1. Components of your invoice   Now,…

Lesson 6: End of the month filing

Author: Bryan

Up until the last lesson, we learned how to make an invoice and expand upon it. As I’ve said in the first lesson of this course, your invoice is the…

Lesson 7: End of the year filing

Author: Bryan

Thus far, we’ve covered how to make individual invoices and do the end of the month filing. In this lesson, we’ll go over the end of the year filing. End…