System updates – 20130426

We’ve been hard at work improving and adding features to TranslationProjex

Bug fixes/improvements

  • Fixed rounding errors on templates
  • Fixed an error with currencies in General expenses
  • Added new variables to templates so you can now add file description field to the email notification template, Project and Job comments can now also be added so you can add things likes “Venue of interpreting assignment” to a Purchase order or a client quote.

New features

  • Multilingual email notification templates. You can now create different language templates for email notifications. See this how-to video
  • New and improved Project Schedule
  • You can now print invoices that have been paid

In development

  • Improved reports
  • Project manager can generate invoices for resources – handy if you don’t want to give your resources access to the system
  • Customer Relationship Management module – due for release end of June

Have a great weekend!

The TranslationProjex Team

System updates 20130314

Despite the biting cold in the UK we managed to get some useful updates out to all your systems
1) Launched a new support site –
We’re not a great fan of support tickets, but as our client base grows we are likely to need to manage support requests. We’re using the awesome Zendesk to manage this.
For now, feel free to email me if you have an issue/feature request
2) Changed the default project view to expanded mode  – previously when you assigned a job to a translator you had to click the little arrow to expand the Job – now the default view is expanded.
3) Changed the default view on the All Invoices pages (client and resources)  to Expected invoices (this shows all expected and overdue invoices)
In the pipeline for end of March 
A new expense management tool that will let you upload and report on general expenses (e.g. rent/salaries) to the system

Build your own or buy a translation management system

A common dilemma for fledgling translation companies is how to manage the mountain of paperwork that arises during a typical translation work flow.

A typical translation process involves the following steps:

[list style=”check”]

  • Receive request for a translation job from a client
  • Send client a quote
  • Client and agency agrees the final price and project terms
  • Client issues a purchase order
  • Translation agency assigns project to a translator(s) and revisers and sends these resources a purchase order
  • Translation agency delivers the completed project to the client with an invoice


This whole process involves numerous emails and attachments and pdfs etc. A company with just 10 new projects a day will soon find it hard to manage all this paperwork and keeping track of payments and deadlines.

To solve this dilemma, most small agencies might use a mixture of “free” software, MS Project, MS Excel.

These are great tools but can become very unwieldy, hard to scale and difficult to share. Tools such as Google drive and, Dropbox have made sharing files v.easy but they are not really designed to help you run your business processes

The dilemma then shifts to should we buy an off-the-shelf program or develop something inhouse a database of clients, projects and translators?

For small agencies (defined as 1-10 in house staff and mainly freelance resources) buying an off the shelf program makes sense.

Developing your own system is not a great idea unless:

You have plenty of time.

Having spent 3 years developing TranslationProjex with an awesome software team, we know first hand how difficult, expensive and time-consuming it is to develop your own system.

You have plenty of money.

To build a system that lets you manage projects, resources, clients payments, expenses etc is likely to cost you in the region of US$50,000 once you factor in development time, internal resource time and software licences. Buying or renting an off-the-shelf system is far more cost effective; with an agency being able to get a decent system for around 5 employees for around  $3000 euros or $200 or so /month.

You know how to design a software application

Though it may seem straightforward to decide what it is you need  to your staff, specifying a translation project management system to a developer is not child’s play. Assuming that you can find a good and available developer (increasingly hard these days), you need to be able to specify down the field level exactly what your system needs to do, how it should function in the many different scenarios and how it should look. Our original requirements spec for TranslationProjex was 35 pages! Your developer should also understand intimately how your business and industry works so they can make the right assumptions

Your business is so very different from other translation agencies

If you have a unique workflow you may feel that the existing translation management systems like:

  • TranslationProjex
  • Project[Open]
  • XTRF
  • Projetex
  • LTC Worx

Do not meet your needs then it makes sense to build your own. But make sure you devote the necessary upfront investment in time and money to ensure that the system you get at the end is fit for purpose.


New web site launched

We’ve just revamped our web site.

It now loads faster and is more sales focused. We’ll be adding more content shortly so bear with us while we upgrade

TranslationProjex updates 20130211

Greetings from a cold and snowy London
A few more features added this week:
1. Added a new VAT field to the Create new resource form and this is now available as a variable in the resource template
2. Added a field on the Resource invoice generation page called “My invoice number” so resources can add their own invoice number
3. Resources can now combine multiple purchase orders onto one invoice!
4. Increased the size of the company logo field on all outgoing paperwork

File upload feature

working frenetically on a new file upload process which allows multi file uploads with progess bars

should be live by mid next week Jan 20

New features this week

Flurry of new features this week following some great feedback.

  • Added a Signature field to the back end…
  • Ability to deactive email notifications and…
  • a vertical option for project jobs…the developers are on fire!

Product roadmap for 2013

Seasons greetings! We managed to get a break during xmas to plan our product roadmap for 2013 and we’re really excited about the initial plans for the 1st half of the year

Application enhancements

Over the next few product releases, we anticipate adding these features:

Expense management module

Currently most translation project management systems only cover project-related expenses i.e. POs, invoices etc. Our plan is to develop an expenses module within TranslationProjex which will allow you to add any kind of business expense – from salaries to stationary.

This will allow users to get a more accurate picture of how their businesses are doing. We plan to get this module developed and released by April 2013 and, once stable, add a mobile app so that users can take pictures of receipts and upload these to the system via  their mobile phone

Enhanced performance

Getting projects started and the paper work done as fast as possible is a key goal of translation project managers. We will be optimising the system in the 1st half of 2013 to make it even faster

Better templates

TranslationProjex has a built-in template editor. At the moment it helps to know a little about CSS and html to get the best out of the editor so we’re looking to build a more user-friendly system in Q2 of 2013.

New File Management features

When we first created TP we wanted to keep it as simple as possible so we opted to build it with limited file management capabilities. Afterall in the era of Dropbox and the like we felt it better to let users use their own file storage capabilities. However….a lot of of clients had issues receiving large attachments and frankly using ftp and file sending sites like yousendit just didn’t cut it. So …we’ve added a whole new file management system to TranslationProjex.

It now means your resources, PMs and clients can now send and receive links to their files.

New TranslationProjex site due for launch Nov 15 2012

We’re working hard on reworking the new TranslationProjex site to be better serve our customers.