Rating: 4.9. Number of organizations: 311

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Operating system: Windows, Android, macOS
Group of programs: Business automation

Software USU

Translation accounting system

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The translation accounting system must be properly built-in to any translation agency. Document translation accounting system is one of its most important parts. Often small organizations believe that they do not need any system and that the individual records of the administrator and specialist translators are enough to record. Special programs are needed for large agencies with numerous employees. To some extent, one can agree with this opinion. However, a small company will suffer the negative consequences of this approach.

The first surface aspect is an obstacle to growth and development. As long as the organization is small and there are few people in it, it manages its tasks just fine. But when you receive several large orders at the same time, there is a risk of drowning in a large volume of tasks. Or you’ll have to turn off one of the customers, which is bad for both income and the company's reputation. The second aspect is less obvious and related to the meaning of the concept of system. In simple terms, a system is a certain order of the arrangement of something. Accordingly, the translation accounting system is a certain procedure for registering orders, filling out documents, counting the number of completed tasks, etc. Acceptance and execution of orders are inevitably accompanied by the execution of the listed actions. So the system is always there. When they talk about its absence, they usually mean that it is either not described in the relevant documents, or each employee has their own for each case. This is what creates problems.

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Let's look at some of them with a simple example. The small translation bureau has a secretary and two specialists. When the client contacts, the secretary fixes the order, determines the terms, and transfers it to one of the specialists. Who exactly is determined by a random set of factors, such as presence at the workplace, availability for communication, the number of orders he has. As a result, work is often unevenly distributed. For example, one worker has five projects, but they are small and require around full ten working hours to complete. And the second has only two, but very voluminous and complex texts. They take twenty working hours to complete. If at the same time the second translator is at the time of the customer's request in the office or is constantly available for communication, then they’ll receive additional work. As a result, the former is left without transfers and has little income, while the latter is very busy, misses deadlines, and sometimes has to pay a fine. Both employees are unhappy.

Each of the employees under consideration also has their own procedure for recording documents. They transmit only information about the completion of work to the secretary. The first one marks only the receipt of the task and the fact of the completion of the transfer. They can only count the number of tasks received and completed. The second note the fact of receipt, the fact of the beginning of execution between the receipt of the task and the beginning of its execution, he clarifies the details with the customer and agrees on the requirements, the fact of transfer, and the fact of receiving the translation, sometimes, after the transfer, it is necessary to revise the document. That is, for the second employee, you can count how many tasks have been received, are in work, transferred to the client, and accepted by them. It is very difficult for the management to understand the workload of the first employee and the state of their transfers. And the second one spends a lot of time on the independent accounting of transfers.

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Simple elimination of these problems can be carried out by introducing a common system and automating the accounting of received documents. Accounting for translations is automated.

Simple document management of the organization and its reporting. For implementation, the function ‘Reports’ section is used. The ability to import and export data from other systems. The file conversion function allows you to use data in different formats. Prompt entry of data when accounting through the Modules functionality. This makes management fast and efficient. The presence of analytic functions for monitoring and managing all tasks of the process. Automation and easy contextual search for documents. The translation accounting system allows you to quickly find the information you need, even with numerous texts.

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Translation accounting system