What the Translation Cost Calculator does
This calculator turns a word-count analysis into a translation quote: it weights each translation-memory match band - new words, fuzzy matches, 100% and context matches, repetitions - by the percentage of the full rate you charge for it, multiplies by the per-word rate for each language pair, and adds review, rush, project management, flat fees, minimum charges and tax. Every line of the calculation is shown.
It works for translators preparing a quote and for buyers checking one. Rates and the weighting grid are yours to enter - there are no live market prices here, and the example grid is only an example. Without a CAT-tool analysis, it can still count words and repeated sentences in your source text.
How to use it
- Enter the word counts from your CAT tool's analysis report in the matching bands. Tools such as Trados, memoQ and Phrase report new words, fuzzy bands, 100% and context matches, and repetitions.
- Check the weights: each is the percentage of the full rate charged for that band. Replace the example grid with the one in your contract or rate card.
- Add each language pair with its per-word rate and any minimum fee. Use the currency code your quote is in.
- Add review or proofreading as a percentage of translation, a rush surcharge, project management, a flat fee per language for layout or file preparation, and tax if it applies.
- Read the quote table, then download the CSV or copy the summary for your proposal or purchase order.
Reading the results
Weighted words are the words you pay the full rate for. 1,000 words at 60% count as 600 weighted words.
Saved by matches compares weighted with raw words. It shows how much a translation memory is worth on this job - and why buyers ask for analysis reports.
A total marked (min.) means the job was below the minimum fee, so the minimum is charged before project management, flat fees and tax.
Worked example: a 12,800-word software manual into French, German and Japanese
Load the software manual. The analysis shows 6,200 new words, 400 at 50-74%, 900 at 75-84%, 1,100 at 85-94%, 600 at 95-99%, 1,500 100% matches, 800 context matches and 1,300 repetitions - 12,800 raw words per language.
With the example grid the weighted count is 6,200 + 400 + 540 + 440 + 180 + 300 + 80 + 260 = 8,400 words, so matches save 34.4% of the words. French at 0.12 per word comes to 8,400 x 0.12 = 1,008.00; review at 30% adds 302.40; project management at 10% of 1,310.40 adds 131.04, for 1,441.44.
German at 0.13 comes to 1,561.56 and Japanese at 0.16 to 1,921.92, a total of 4,924.92 for the three languages. At the full rate on raw words, French alone would have been 12,800 x 0.12 = 1,536 before review.
Formulas and scoring rules
- Weighted words
weighted = sum over bands of (words x weight% / 100)- Translation
translation = weighted words x rate per word- Review and rush
review = translation x review%; rush = (translation + review) x rush%- Minimum fee
charged = max(translation + review + rush, minimum fee)- Net and total
net = charged + charged x PM% + flat fee; total = net + net x tax%Money is rounded to 2 decimal places, half away from zero, at each line shown.
Why match bands are weighted
A translation memory stores every sentence already translated. When a new document contains a sentence that is identical or similar, the translator starts from the stored translation instead of from nothing, so less work is needed. Agencies and translators reflect that with a discount grid: the closer the match, the lower the percentage of the full rate.
There is no industry-wide grid. Percentages vary between vendors, languages and subject areas, and some translators charge full rate for low fuzzy bands because checking a weak match can take as long as translating. Treat the example grid as a starting point for a conversation, not as a benchmark.
Limitations: what the result does not prove
- It does not know market rates. Per-word prices vary widely by language pair, subject, deadline and country, and any figure here is one you entered.
- The source-text counter finds only repetitions inside the text you paste. Fuzzy and 100% matches need your translation memory and a CAT tool.
- Word counts differ between tools, especially for numbers, tags, hyphenated words and languages without spaces such as Japanese and Chinese, which are often quoted per character instead.
- Taxes, invoicing rules and payment terms depend on where the buyer and translator are based; the tax line is simple arithmetic on the percentage you enter.
Privacy: where your data goes
Everything you paste, type or drop is processed in this browser tab. It is not uploaded, logged, stored or sent to analytics. Session recording and tag-manager scripts are switched off on this page.
Standards and sources
- ISO 17100:2015 - Translation services, requirements for translation services
- American Translators Association - Buying language services
Frequently asked questions
How is translation usually priced?
Most commonly per source word, with discounts for translation-memory matches and repetitions, plus minimum fees for small jobs. Some work is priced per hour, per page or per character - for Chinese, Japanese and Korean sources in particular - and transcreation is often quoted per project.
What is a fuzzy match?
A sentence in the new text that is similar, but not identical, to one already in the translation memory - for example 85% similar. The translator edits the stored translation instead of starting over, so fuzzy bands are usually charged at a reduced percentage of the full rate.
Are repetitions and 100% matches free?
Usually not. They still need to be checked in context, because the same sentence can need a different translation in a different place. Many grids charge them at a small percentage of the full rate; the exact figure is a matter of agreement.
What is a context or ICE match?
A 100% match where the surrounding sentences also match, so the stored translation almost certainly fits. It is sometimes called a 101% match or in-context exact match and is normally the cheapest band, occasionally free.
Should review be charged separately from translation?
Often, yes. A second linguist reviewing the translation - as in the translation-plus-revision process of ISO 17100 - is separate work. It can be quoted as a percentage of translation, as here, or per word or per hour.
Can I estimate a quote without a CAT tool?
Yes, roughly. Paste the source text under the source-text option and the page counts words and repeated sentences. Everything that is not a repetition is treated as new, so the estimate is higher than a quote based on a real translation-memory analysis.
Last reviewed by the A2Z.Tools team against the sources listed above.
