Terms & Conditions for our translators

Invoices

Send only one invoice at the end of each month, containing all of your work for that month, via the invoice submission form. We do not accept invoices sent by email, and please do not send invoices to your project manager — emails containing invoices are deleted without reply.

You will receive payment within one month of correct receipt of the invoice. We do not confirm receipt, so if you do not hear back, assume all is well. If an invoice sent at the end of the month is incorrect and needs modifying, it will not be included in that monthly batch but in the following one, which delays payment.

Only invoices in PDF format are accepted. Anything else will be sent back to you.

Your invoice must include:

• Your own VAT number (intra-community VAT number if you live in the EU)
• Your full address
• Invoice number
• Invoice date (the last day of the month)
• Project number for each project
• Your bank details
• Our details: GB Translation OÜ, Harju maakond, Kesklinna linnaosa, Tartu mnt 67/1-13b, 10115 Tallinn, Estonia. VAT no. EE102456293

If your work for us is carried out via the Smartcat platform, you do not need to send a separate invoice.

We need a correct invoice — correct both in its fiscal information and in its project details and totals — within a maximum of 60 days. After that period, jobs are considered prescribed and can no longer be invoiced or paid.

Quality policy

In cases of late delivery, insufficient quality or other unprofessional behaviour, we reserve the right to seek compensation by deducting the equivalent amount for damages — loss of income, additional working hours, or damage to our reputation — from a service provider’s fee. In the worst case this can include total cancellation of payment, where a translation is delivered in such a way, or with such a delay, that the project cannot be delivered to the end client in an acceptable timeframe or at the quality expected of a professional translation service.

The service provider must remain available for a reasonable period after delivery in order to address any issues found in the translated content.

Beyond insufficient linguistic quality, the following are unacceptable in a professional delivery and may lead to rejection of the work or a quality-related deduction:

• Apparent sloppiness. Double spaces, punctuation mistakes, untranslated fragments. Our policy is that all translatable text is translated — institutions, positions, job titles, technical terminology — and failure to do so is interpreted as sloppiness.
• Remaining typos, or spell check not run. If the document language has not been changed to the target language, that is proof no spell check was carried out and leads to immediate rejection.
• Failure to flag an obviously misconfigured project. Duplicate texts, wrong language combinations, obvious errors or missing sections in the source. Not spotting these is negligence.
• Failure to respect professional norms. Prefixes on phone numbers, conversion of monetary values, correct capitalisation in the target language, and so on.
• Post-editing guidelines. On post-editing projects we expect most sentences to be modified to give the text an optimal flow. Post-editing is more than error correction: stylistic improvement and terminology research are the main tasks. If the original output is largely left alone, even where it contains no obvious errors, we may consider the work insufficient.

In the interest of a successful partnership, such measures are only taken when absolutely necessary. By accepting a project from us, the translator agrees to the above.

Payments

Wherever possible we make direct bank transfers into EU-based accounts, which is our preferred method. We can use alternatives such as PayPal or Skrill, but any extra charges — transaction fees, currency conversion — are borne by the service provider.

All invoices received are paid within a maximum of 61 days of their receipt at the end of each calendar month.

If an invoice is not sent correctly at a month’s end — incorrect data or tax information — our accounting team will ask for changes. Even if those changes are made within the following month, the invoice is not processed as part of the payment round matching its calendar date, but is automatically postponed to the next round, one calendar month later.

Welcome to the team. We look forward to an excellent, long-lasting working relationship with you.