Professional Translation Company System
Translation companies managing document, conference, and certified-translation projects with in-house and freelance translators.
The translation project from receipt to invoicing, with a unified terminology glossary per client and accurately calculated freelancer pay.
No credit card required — your project is set up with the full system in under a minute
This is the system board as you'll receive it: workflow columns and starter cards showing the first steps
How does work flow in this system?
Every translation project is a card received in “Intake”, recording the source and target languages, word count, domain, and deadline. It then moves to “In Translation” after the project manager assigns the text to translators — in-house or freelance — by specialty and capacity. Once the translation is complete, the card enters “Review”, where the reviewer checks language, terminology, numbers, and formatting and returns it to the translator with specific notes when needed, then “Certification” for projects requiring the certified-translation stamp, then “Delivery” to the client in the agreed file formats, and finally “Invoicing” once the client accepts the delivery.
The Forum is the firm's linguistic memory: the unified terminology glossary for each client and domain — how we translated a technical or legal term before — so two projects for the same client never diverge even if the translator changes. Chat is for quick coordination: a translator's question about an ambiguous passage in the source, or arranging partial delivery of a large project in batches.
Announcements carries deadline alerts for major deliveries and official circulars to freelance translators, such as assignment and payment policies. Dues records freelance translators' pay for each project and client payments upon invoicing, so the project manager knows the cost and profit of every card without external spreadsheets — and no “Invoicing” card is closed before its freelance translator's dues are settled.
Who does what?
The operational roles in this system and each role's responsibility in daily work — assign them to your team as-is or adapt them to your reality.
Project Manager
Receives requests and assigns them to translators by specialty and capacity, tracks “In Translation” cards daily against delivery deadlines, and approves final delivery.
Translators
Produce the translations and upload the translated texts to the card, consulting the terminology glossary in the Forum before delivering their work.
Language Reviewers
Check translations in “Review” for language, terminology, and numbers, and return the card to the translator with specific, actionable notes.
What's prepared for you from day one?
System units
- Tasks — A kanban board with workflow columns and execution cards
- Chat — The team's fast daily coordination channel
- Forum — Documented discussions in organized sections — decisions and knowledge that never get lost
- Announcements — The official voice of management — circulars and alerts that reach everyone
- Dues — Internal money with strict privacy — dues, advances, and expenses
Forum sections (3)
- Unified Terminology GlossaryApproved terms for each domain and client with their equivalents — the first reference before any new translation.
- Recurring Review NotesLinguistic and stylistic errors that recur in review and how to avoid them — a training reference for new translators.
- Translation DiscussionsConsultations on difficult texts or phrasings that need collective judgment — the source text is attached with its context.
«Working Rules for This System» — Pinned in the forum
1) No project outside the system: every request is registered as a card with its deadline the day it is received. 2) Terms approved in the glossary are binding — any proposed change is raised in the Forum, not made directly in the texts. 3) No delivery to the client before passing “Review” and earning the reviewer's approval. 4) Partial deliveries of large projects are documented on the card with their batches and dates. 5) Freelance translators' pay is recorded in Dues when their work is delivered, not at invoicing.
Welcome announcement: «Welcome to the Translation System»
From today, every project is a card that moves from Intake to Invoicing, and every approved term is documented in the Forum so our style stays unified for every client. Start by registering your active projects with their real deadlines; anyone with a question about the workflow will find it in the pinned “Working Rules” topic in the Forum.
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