Translation Agency Software You Describe Instead of Configure

Mythex builds the tools a translation agency runs between the enquiry and the delivered file: a site listing your language pairs, a quote form priced from word count and turnaround, a portal where clients upload sources and collect translations, and a linguist database you can actually search. You describe each one in chat, test it in a live preview and publish it with a real database behind it.

Where a translation agency loses time today

Every enquiry arrives as an email with an attachment and a vague deadline. A project manager counts the words, checks the language pair against a rate sheet, adds certification or a rush fee, and types a quote into a spreadsheet that nobody else can find later. Then the hunt starts for a linguist who covers Portuguese to German, knows pharmaceutical labelling and is free this week, usually by scrolling a shared sheet or asking around. Files move through personal inboxes and shared drives, so the client cannot see progress and the agency cannot see margin. The fix is one record per project that carries the source file, the word count, the price, the assigned translator and reviewer, and the delivered file.

• Quotes from word count, language pair rate, subject and turnaround
• A linguist register searchable by pair, specialty and certification
• Project status from quoted to in translation, in review and delivered
• Client file exchange that keeps confidential documents separate
• Client price against linguist cost on every project
• Glossaries and style notes stored on each client record

What you can build for translation agencies

A quote form that gives a number before a competitor does

Buyers send the same file to three agencies and usually go with the first real figure. Store a per-word rate for each language pair and subject tier, a minimum charge, and add-ons for certification, formatting and 24-hour delivery. The customer uploads a document, enters the word count or page count, and sees an estimate at once; your project manager confirms it after a proper count. Matched segments from translation memory can carry a lower rate if you price that way.

Build a quote app for my translation agency. Clients upload a file, pick source and target language and subject (general, legal, medical, technical), enter the word count, and choose standard or rush delivery. Price it from my per-word rate table per language pair, with a minimum charge, plus optional certification and formatting fees. Save each quote with the file so a project manager can confirm the final count.

A site that explains certified translation in plain words

A large share of searches come from people with a birth certificate, a degree transcript or a police record who need it translated for a visa application and do not know what certified or sworn means. Give them a page that explains it, a searchable list of language pairs instead of a paragraph of flags, separate pages for legal, medical and technical work, and a clear confidentiality statement.

Make a website for a translation agency with a searchable list of the language pairs we offer, a page explaining the difference between standard, certified and sworn translation and which documents usually need certification, separate pages for legal, medical and technical translation, a confidentiality policy, and an enquiry form with file upload saved to a database.

A client portal that replaces attachments

Corporate clients log in, upload source files against a project, see whether it is quoted, in translation, in review or delivered, and download the finished files. Every delivered file stays there, so when legal comes back a year later for an updated version of the same contract, you find the original and the translator who did it in seconds. Each login sees only its own company's documents.

Build a client portal for my translation agency. Client companies log in and see only their own projects. They upload source files, see each project's status (quoted, in translation, in review, delivered), download translated files, and can reorder an update of a past translation. Keep every delivered file permanently and let staff see all clients.

A linguist and client database in one place

Keep translators and interpreters as their own records with language pairs, specialties, per-word or hourly rates, certifications and availability. Clients carry their preferred terminology, style guide and glossary files. Each project links the client, the translator and the reviewer, which makes it easy to keep the same person on an account so the tone and terminology stay consistent.

Make a CRM for a translation agency with two kinds of contacts: clients (company, contacts, glossary and style guide files, usual language pairs) and linguists (language pairs, specialties, rates, certifications, availability). Projects link a client, a translator and a reviewer. Let me search linguists by language pair and specialty and show which translator worked on each client before.

Invoices that match the quoted word count

Bill on the same figure you quoted, by words, pages or interpreting hours, with certification and rush fees as separate lines and a minimum charge applied automatically to small jobs. Next to each client invoice, track what you owe the freelance linguist for that project, so payables and receivables sit side by side.

Build an invoicing app for a translation agency. Invoices are created from a confirmed project and show the word count or interpreting hours, the rate, certification and rush fees as separate lines, and apply a minimum charge to small jobs. Also track what each freelance linguist is owed per project and mark it paid.

Margin by language pair, not just revenue

Some pairs look busy and leave almost nothing after paying a scarce specialist. Chart revenue, linguist cost and margin per project and per language pair, on-time delivery per translator, and how many quotes become jobs. That tells you which pairs to reprice and who should get the urgent work.

Make a dashboard for my translation agency showing revenue, linguist cost and margin by language pair and by client, quote-to-job conversion by month, and on-time delivery rate per linguist.

Start with a page for certified personal documents

If you only build one thing first, make it a fixed-price page for certified personal documents: birth and marriage certificates, diplomas, driving licences. These buyers are in a hurry, often filling in immigration forms, and they want a price per page and a delivery date, not a conversation. An upload field, a document type list with a price each, and a confirmation email is enough to take that work off the general enquiry inbox.

• Document type list with a price per page
• Upload a scan or photo of the original
• Delivery options: email PDF or posted hard copy

Confidential files need access rules

Clients send contracts, medical reports and court papers. Ask for private file storage, login for every client and a rule that each query is limited to the signed-in client's company, so nobody can open another client's file by editing a link. Mythex builds this into the app; the data protection rules where you operate, and any confidentiality terms in your client contracts, are yours to check before loading live documents.

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