Translation Agency CRM
When which translator has a job and what stage it is at are kept in email chains, the delivery date promised to the customer has already passed for a file that has only just gone to editing.
Every job is a project record; the language pair, the word count and the delivery date are its fields. Translation, editing and final check move as stages on that same record.
- Keep every job on a single list with its language pair, word count, delivery date and current status
- Keep freelance translators' specialisms, availability and past performance on record
- Have the price calculated from the language pair and the word count and produce the quote from the same screen
- Run translation, editing and final check as stages separate from one another
- Send project status and delivery notifications to the customer over WhatsApp
| Project Management | Every job is a project record; the language pair, the word count and the delivery date sit in its fields, and the status moves along on the same record. |
|---|---|
| Translator Pool Management | A translator is an account record; the specialism and the availability are in fields, and past jobs build up under the card. |
| Preparing a Quote | The unit price per language pair is in the price list; the amount multiplied by the word count comes out on the quote line, and the calculation is not repeated by hand. |
| Quality Control Process | Translation, editing and final check are stages of the same project; the owner and the duration of each stage are read from the record. |
| Notarisation and Apostille Step | Notarisation, assigning a sworn translator and the apostille are separate stages of the project; which document is waiting at the notary and on which day it will be collected sits on the project record as a task. |
At a translation agency the workload is measured in words while the calendar moves in steps: the same file passes from the translator to the editor and from there to the final read; on notarised and sworn jobs a document step comes in between as well. If it is not written down which step a file is waiting at, the capacity calculation turns into guesswork too.
In Rapitek CRM the file moves along as a single record; as the stage changes, who has the job and how much of the time left before delivery has been eaten up become visible. Notarised and sworn jobs are tracked separately and the document status is reported to the customer. Regular clients such as law offices or institutions are linked to a current account and invoiced together at the end of the month.
