Interpreting bookings, confirmed, signed and paid
Mode, languages, dates, venue and interpreter, your minimum booking and cancellation terms, and a deposit paid as the client signs.
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An interpreting booking in QuoteCloud is a short document: the booking details, full or half-day rates, preparation and travel, options such as a second interpreter or receiver sets, and your own minimum, overtime and cancellation terms. The client signs online and pays a deposit or the full amount through Stripe or PayPal.
Last reviewed by the QuoteCloud team
A fictional agency's interpreting booking, LM-I-0388 from Larkmoor Language Services, open in a tablet's signing view: the booking details (consecutive, on site; Japanese and English; Tue 10 to Wed 11 Nov 2026 at Tallis & Grey, 14 Foundry Road, Northgate; interpreter Kenji Morita), the booking price (two full days at $980, three hours of preparation, travel time and travel costs, with a second interpreter, receiver sets and a translated audit summary as options) and the booking terms with the half-day minimum and the cancellation scale scroll past. Owen Mercer, operations director, signs and the button turns to Signed. Two chips: the booking is held until Thu 5 Nov, and the 50% deposit of $1,449.25 is paid through PayPal.
One booking, from the dates to the deposit
Tallis & Grey need a Japanese interpreter for a two-day supplier audit. Leila sends this booking from Larkmoor's interpreting template; Owen reads it, adds what he needs, signs and pays.
Everything the client must check, in one block
Mode, languages, dates and times, the venue, the interpreter and who to call on the day sit at the top, so a wrong date or an unexpected mode is caught before anyone signs. The wording is yours: QuoteCloud sends the document, it doesn't schedule interpreters.
Templates for interpreting bookings
Interpreting booking
Japanese ⇄ English consecutive interpreting, supplier audit
Two days of consecutive interpreting for the supplier audit at your Northgate plant, with preparation from your audit checklist and our glossary.
Your booking
- Mode
- Consecutive, on site
- Languages
- Japanese ⇄ English
- Dates
- Tue 10 – Wed 11 Nov 2026, 8:30 am – 4:30 pm
- Venue
- Tallis & Grey, 14 Foundry Road, Northgate
- Interpreter
- Kenji Morita, lead linguist
- Contact on the day
- Leila Marchetti · 555 0144
Minimum booking: half a day (4 hours). Times beyond 8 hours a day are billed in half hours.
Days, preparation and travel, with options to tick
Full days, preparation hours, travel time and travel costs at cost, each with a line note. A second interpreter for the closing meeting, receiver sets for the plant tour and a translated audit summary are optional lines: tick one and the total, tax and deposit follow.
Approvals, signing & paymentBooking price
| Item | Qty | Rate | Amount |
|---|---|---|---|
| Interpreting | $2,215 | ||
Consecutive interpreting, full dayJapanese ⇄ English · up to 8 hours with breaks
|
2 days | $980 | $1,960.00 |
PreparationAudit checklist, technical terms, glossary
|
3 hours | $85 | $255.00 |
| Travel | $420 | ||
Travel timeReturn each day
|
4 hours | $60 | $240.00 |
Travel costsAt cost, estimate
|
1 | $180 | $180.00 |
| Options Tick to add | |||
| 1 | $540 | $540.00 | |
| 2 days | $120 | $240.00 | |
| 1 | $260 | $260.00 | |
- Subtotal
- $2,635.00
- Tax (10%)
- $263.50
- Total
- $2,898.50
- Plus, monthly
- $0.00/mo
- Deposit on signing (50%)
- $1,449.25
Your minimum, overtime and cancellation scale
The half-day minimum, overtime in half hours and your cancellation scale are part of what the client signs, not a footnote in an email. The scale is your own policy; QuoteCloud doesn't calculate cancellation fees.
Terms for regular clients: framework agreementsBooking terms
- Minimum bookingHalf a day (4 hours) per interpreter per day.
- CancellationMore than 5 working days before: no charge. 2 to 5 working days: 50% of the interpreting fee. Less than 48 hours: 100%.
- OvertimeBeyond 8 hours a day, in half hours at $130 an hour.
- ConfidentialityOur interpreters sign your confidentiality agreement before the visit if you send one.
Signed online, half paid on signing
Owen signs online and pays the 50% deposit through PayPal in the same step. The signed booking carries QuoteCloud's certificate of authenticity; the balance goes on your invoice after the audit.
Payments: Essentials and up
Send booked dates on through ZapierAccept, sign and pay
Owen Mercer · Operations director
Signed online · Fri 30 Oct 2026
Deposit on signing (50%)
$1,449.25
Paid via PayPalPay with card or PayPal
Certificate of authenticity and audit trail attached
Consecutive, simultaneous or remote, from one template
The same booking layout, with the lines and terms each kind of session needs. Save each as its own template so coordinators start from the right one.
Consecutive, on site
Full or half days, preparation, travel time and travel costs, with a second interpreter as an option. The supplier audit above is this kind of booking.
Simultaneous, at a conference
A team of interpreters per language, preparation from the programme, and booth and receiver hire as lines or options. Your minimum team size goes in the terms.
Remote sessions
An hourly or per-session rate with your minimum call time, the platform the client will use and your terms for late changes. Shorter documents, the same signing and payment.
From a held date to the day itself
How Larkmoor's coordinators run a booking, drawn as their own plan. QuoteCloud handles the document at each stage; nothing here happens by itself.
-
12 days before
Hold sent
Leila sends the booking, held until Thu 5 Nov. Unsigned holds near that date show under Expiring Soon.
Expiring Soon -
11 days before
Confirmed and paid
Owen opens it, ticks the translated summary, signs and pays the 50% deposit.
Paid on signing -
10 days before
Dates in the team calendar
A Zap can send the signed booking's dates to your calendar, one way.
Zapier Zapier: Essentials and up -
5 working days before
Cancellation terms apply
From here your signed scale applies. If the dates move, send a revised booking for a new signature.
Revise last version -
The day
Interpreting on site
Kenji works from the glossary he prepared. Any overtime goes on your invoice, at the rate in the signed terms.
Signed terms
Order of events for one sample booking. QuoteCloud sends, tracks and takes payment for the document; it doesn't schedule interpreters, track their hours or send reminders.
Send your next interpreting booking from QuoteCloud
Free for 14 days, no credit card required. Send us your booking form and terms; we'll convert one template for you during the trial.
Cancellation terms that are signed, not just emailed
Interpreters turn down other work for the dates you hold. When a client cancels two days out, the question is what they agreed to. Put your minimum, overtime and cancellation scale in the booking itself, in a terms block next to the signature.
The signed document carries QuoteCloud's certificate of authenticity and an audit trail, so you can show what the client agreed to and when. On the Business plan, lock the terms block in your template so coordinators can change the dates but not the wording.
- Minimum booking and overtime as your terms
- Cancellation scale in the signed document
- Certificate of authenticity and audit trail
- Locked terms block: Business
Booking terms
- Minimum bookingHalf a day (4 hours) per interpreter per day.
- CancellationMore than 5 working days before: no charge. 2 to 5 working days: 50% of the interpreting fee. Less than 48 hours: 100%.
- OvertimeBeyond 8 hours a day, in half hours at $130 an hour.
- ConfidentialityOur interpreters sign your confidentiality agreement before the visit if you send one.
Accept, sign and pay
Owen Mercer · Operations director
Signed online · Fri 30 Oct 2026
Deposit on signing (50%)
$1,449.25
Paid via PayPalPay with card or PayPal
Certificate of authenticity and audit trail attached
Confirm an interpreting booking in five steps
From a client's request to a booking that is signed and paid.
Pick the template
Start from your consecutive, simultaneous or remote booking template.
Fill in the booking
Dates, venue, languages, interpreter and the contact on the day, with the hold date as the document's expiry.
Price it
Days or hours, preparation and travel, and the options you offer as lines the client can tick.
Send and watch
See when it's opened, and find holds about to lapse under Expiring Soon.
Signed and paid
The client signs and pays the deposit through Stripe or PayPal; the balance goes on your invoice.
Interpreting booking questions
What goes in an interpreting booking confirmation?
The mode, languages, dates and times, the venue or platform, the interpreter and a contact on the day, then the price: full or half days, preparation, travel time and costs, and any options. Add your minimum booking, overtime and cancellation terms, and a signature with a deposit or full payment.
Can the client add a second interpreter or equipment?
Yes. Put a second interpreter, receiver sets or a translated summary in the price table as optional lines. The client ticks what they need before signing, and the subtotal, tax, total and deposit update.
How do we hold a date until the client confirms?
Give the booking an expiry date, such as a week after you send it. Unsigned bookings near that date show under the Expiring Soon filter so a coordinator can follow up before you release the interpreter. QuoteCloud doesn't release or reassign interpreters itself.
Can clients pay a deposit when they confirm?
Yes, on Essentials and up. Connect Stripe or PayPal and set payment on signing as a percentage, a fixed amount or the full total. The client pays as they sign. The balance, and any overtime, go on your own invoice after the assignment.
Does QuoteCloud schedule interpreters or track their hours?
No. QuoteCloud sends, tracks and takes payment for the booking document. Rostering, availability and timesheets stay in your own system. Booked dates can be sent to Google Calendar one way through Zapier.
Can a client sign on the day, in person?
Yes. A client can sign on your device in person, for example when a booking is extended on site. The signed document carries QuoteCloud's certificate of authenticity and audit trail, like one signed online.
More for interpreting and translation teams
The other documents a language business sends from the same account.
-
Framework agreements & client rate cardsA client's agreed rates, weights, turnaround and terms in one agreement both sides sign, with its expiry date in view.Explore
-
Approvals, signing & payment on acceptanceDiscounts over your limit go for approval, the client signs online and pays a deposit or the full amount through Stripe or PayPal.Explore
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Templates for translation agenciesReal QuoteCloud quote, proposal, agreement and acceptance templates to make into your quote, booking and handover documents.Explore
- From word counts to a draft quote with your AI assistantSet your AI assistant up through QuoteCloud's MCP service to read the analysis and draft the quote and the delivery report for a PM to review.
- Translation quotes from word countsNew words, fuzzy matches and repetitions priced per language pair in minutes, with the client ticking the languages they want.
- Rate cards, rush fees & minimum chargesYour match-band weights, per-pair rates, rush percentage and minimum charge as a Spreadsheet block that prices the lines.
- Localisation project proposalsSoftware, website and documentation localisation: scope, languages, engineering, linguistic QA and a release plan in one signed proposal.
- Delivery & quality reportsThe files delivered, the checks your team ran and the queries answered, in a handover the client acknowledges with a signature.
- Certificates of translationYour agency's own statement of accuracy, laid out once as a locked template and signed by your translator or project manager.
- Translation tools, CRM & accounting integrationsYour translation tool's exports, HubSpot, Pipedrive, Xero and QuickBooks, connected the way each one really connects.
- QuoteCloud implementation for language service providersYour rate card rebuilt as a sheet, templates converted, payments connected, the assistant set up and project managers trained.
- FAQAnswers to the questions translation agencies, localisation vendors and interpreting services ask most.
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