A translation agency receives dozens of documents a day: diplomas, powers of attorney, technical specifications. Each needs a different language pair, a different deadline and sometimes notarisation. When jobs are scattered across email and WhatsApp, it becomes unclear which document is with which translator and which has gone to the notary.
In the system we build the client uploads the document to the portal and a quote is prepared by character or page count. An approved job is assigned to a translator by language pair and specialism, deadline alerts fire as the date nears, sworn certification and notary stages are tracked step by step, and translator payouts are calculated automatically.
Problems at translation agencies
- Jobs getting lost in emails and messages
- Not finding a suitable translator quickly
- Stages of notarised jobs not being tracked
- Translator payouts calculated by hand
Modules
Quote and order
Document upload, character or page count, urgency and approval.
Translator pool
Language pair, subject specialism, sworn status and availability.
Job tracking
Translation, proofreading, sworn certification and notary stages.
Client portal
Order status, delivered files and invoice history.
Payouts
Rate per translator, job list and payment period.
Glossary and file archive
Client-specific term lists and past translations.
How it works day to day
- 1
The client uploads the document and the agency prepares and sends a quote.
- 2
The approved job is assigned to a translator by language pair and specialism.
- 3
The translator delivers, then proofreading and sworn certification are carried out.
- 4
If needed the notary stage is flagged and the delivery day communicated.
- 5
The job is delivered to the client and the invoice and translator payout are generated.
Integrations
Off-the-shelf software or custom-built?
When off-the-shelf is enough
For small agencies with a handful of translators, a well-built spreadsheet and an email routine may be enough.
When custom software pays off
For agencies with a wide translator network, corporate clients and a heavy daily flow of notarised work, a custom system reduces missed deadlines and the coordination load.
How the budget is built
We launch the workflow that saves you the most time first, then add modules based on real usage. The full scope below is calculated with 17 screens and 9 modules; the final price follows a free discovery call and a written scope.
Maintenance and improvements (optional): €350 / month. Hosting, SMS, WhatsApp and app store fees are listed separately.
Frequently asked questions
Does it work alongside CAT tools?
Translators keep using their own CAT tools; the files and word counts are uploaded to the system.
How is document confidentiality ensured?
Files are stored encrypted and only the assigned translator can access them; access logs are kept.
Is character counting automatic?
Automatic for editable files; for scanned documents an estimate is made and staff confirm it.
Can freelance translators log in?
Yes. They have a separate portal where they see their own jobs, deadlines and payouts.
