How to Use This Calculator
This tool builds a complete, itemized deposition invoice for freelance court reporters. Fill in each section from top to bottom — every field has a sensible default so the total appears immediately on load.
- Appearance Fee: Choose half-day or full-day, enter your rates, and add an after-hours % if applicable. Cancellation options calculate the standard industry fee automatically.
- Original Transcript: Enter page count and select turnaround speed. The calculator applies the expedited surcharge % to your standard rate — adjust each surcharge to match your own fee schedule.
- Certified Copies: Enter the number of copy orders (e.g., 1 for opposing counsel). The copy rate is applied to the full page count for each copy.
- Add-ons: Toggle rough draft, realtime (flat fee + per-page), exhibit handling, remote platform fee, and condensed transcript individually — only non-zero values appear on the invoice.
- Travel: Enter round-trip miles and your per-mile rate. The IRS 2025 standard rate is pre-filled as a default.
- Deposit: Enter any pre-paid deposit to show it as a credit line, producing a balance-due total.
Use Print / Save PDF to generate a clean invoice summary. Use Copy as Text to paste into an email or Word document. Your inputs are saved in your browser and encoded in the URL — share the link to reproduce the exact quote.
Understanding Deposition Invoice Line Items
Appearance Fee
The appearance fee compensates the reporter for attending the proceeding regardless of page count. Most reporters bill a half-day rate for sessions up to four hours and a full-day rate beyond that. Weekend and after-hours sessions typically carry a 25–50% surcharge. Once a reporter has appeared, the appearance fee is non-negotiable — it covers the time blocked, the oath administered, and the equipment deployed.
Transcript Per-page Rate & Turnaround
The per-page rate is the core of most court reporter income. Pages are standardized at 25 lines per page with 50–60 characters per line. Turnaround speed dramatically affects what you can charge: standard 5–7 business day delivery might be $4.00/page while same-day delivery can reach $8.00/page or more. Always confirm the client's delivery need before the job — expedited requests after the fact are harder to collect on.
Certified Copy Orders
The ordering attorney receives the original transcript at the higher per-page rate. Each additional party — opposing counsel, the witness, co-defendants — orders a certified copy at the lower copy rate. The copy rate is applied to the same page count as the original.
Exhibit Handling
In document-heavy depositions, exhibit handling can add meaningfully to the total. Reporters charge per exhibit page (typically $0.20–$1.00) for marking, copying, and attaching them to the transcript record. Multimedia exhibits — video recordings, oversized documents — often carry higher per-item fees; always disclose these to the scheduling attorney in advance.
Realtime Services
Certified realtime reporting (CRR) streams the unedited steno output live to attorneys' laptops during the proceeding. It requires specialized equipment and software (CaseCatalyst, Eclipse, or similar) and commands a surcharge — either a flat session fee, a per-page add-on, or both. The realtime feed is a separate deliverable from the final certified transcript.
Cancellation Fees
Industry practice recognized by NCRA and state court reporter associations: same-day cancellation typically owes the full appearance fee; notice given less than 24 hours in advance typically owes a half-day fee; 48+ hours' notice is generally no charge. Reporters block calendar time and turn away other engagements for each booking — cancellation fees reflect that real economic cost.
Frequently Asked Questions
How do court reporters calculate appearance fees?
Most reporters charge a half-day rate covering up to four hours and a full-day rate for sessions running longer. Some use a first-hour plus per-additional-hour structure instead. Weekend or after-hours depositions commonly carry a 25–50% surcharge on the base rate. The appearance fee is owed once the reporter has attended — it covers their time at the proceeding regardless of whether a transcript is ever ordered.
What is a standard transcript page for billing?
NCRA guidelines specify 25 lines per page with 50–60 characters per line and standard margins. A typical full-day deposition (6–7 hours) produces 250–400 pages depending on speaking volume. Some agencies use non-standard formatting to inflate page counts — always confirm the formatting standard before accepting a job from an agency.
How much more does expedited delivery cost?
Expedited surcharges typically range from 35% (3-day) to 100% (same-day) above the standard per-page rate. This calculator lets you set your own surcharge percentages so the math reflects your actual fee schedule. Ordering standard 5-day delivery instead of expedited can nearly halve the per-page cost for the client — worth discussing at scheduling.
Should I bill exhibit pages separately?
Yes — most court reporters charge $0.20–$1.00 per exhibit page for marking, copying, and attaching exhibits to the transcript. Billing this as a separate, itemized line makes the invoice transparent and matches NCRA best-practice guidance. For multimedia exhibits (video, audio, oversized documents), disclose the fee to the scheduling attorney before the deposition starts.
How do realtime court reporting fees work?
Realtime reporting — streaming the steno output live during the proceeding — typically carries both a flat session fee and a per-page add-on on top of the normal appearance and transcript rates. The flat fee covers equipment setup and software licensing; the per-page component covers the additional proofreading and formatting time required for a clean real-time feed. Only CRR-credentialed reporters should offer realtime services.
What is the standard cancellation policy for court reporters?
Industry-recognized practice: same-day cancellation → full appearance fee owed; cancellation with less than 24 hours' notice → half-day appearance fee; 48+ hours' notice → no charge or nominal fee. Communicate your cancellation policy in writing (in the confirmation email or engagement letter) before the job so there is no dispute if a cancellation occurs. This calculator's Cancellation options apply these rules automatically.
Should I charge mileage for deposition travel?
Yes, if you travel to the deposition location. Most reporters charge the IRS standard mileage rate (currently $0.70/mile for 2025) or a flat per diem for long-distance travel. Some agencies reimburse travel separately; confirm with the scheduling party before the job. Remote depositions eliminate travel costs entirely but may involve a platform / technology fee instead.