Client portal

What Are The Benefits Of A Client Portal For Translation Services?

Whether you already are a client or about to become a client for language services –translation, interpreting, or writing services–, you may have already heard about a dedicated client platform. You have a vague idea about it, you know that with such a portal you are able to place orders, consult a history, obtain reports. Here Cultures Connection tells you more about the benefits of a client portal. We explain how it works, with useful details and examples.

– Why is a client portal for translation services an asset?

– How does a client portal work?

Why is a client portal for translation services an asset?

Have you ever pondered the advantages of a client portal, that is the platform provided by some translation companies? Now we want to help you understand how useful this tool can be when it comes to place orders, track ongoing projects, or obtain data through an order history.

A client portal is an easy-to-use online platform with instant access to account managers, project managers, current projects, quotes and invoices. Yet there is more! Such a platform offers restricted or full access to the project depending on users status within their organization or company. You get a secure storage, can share texts to be translated (the source texts) and translated texts, have customized workflows that you can automatically renew from one project to another or modify.

Here’s a list of benefits based on our experience and customers feedback:

  • Automation: The platform allows the management of flux of automatically renewable jobs from one project to another with integration of all steps or not, depending on the client’s recurring or one-time needs;
  • Customization: It’s easy to modify automated processes, so an additional review step, a second quality control or even a graphic design service can be added smoothly. It’s ideal when processes need to be modified as subsidiaries develop, projects change, and language service expand or vary;
  • One account for several users: This is a considerable advantage for multi-entity groups. Indeed, the portal provides you with restricted or full access to the project depending on the identities and roles of the users within a company. Each user can log in with a specific username and password. Oftentimes, a portal is customizable;
  • History with detailed activity reports: Customers can access the full history of translations or other services provided, including detailed reports that show the number of language services per entity, and financial information or performance indicators. Easy-to-view and interpret graphs show, for example, the number of language services per entity, itemizing the language pairs ordered and the urgency of the orders;
  • Downloading files: You can download your original texts, translations, terminology databases and other glossaries, quotes and related invoices, either individually or by zip;
  • Invoicing: Another benefit is the access to all invoice data –such as due dates, amounts and status– and that you can store and download all previous or current invoices;
  • Confidentiality and data security: A client portal guarantees you the storage and secure exchange of documents to be translated, audio and video files, invoices, and so on. Based on clients preferences, all communication can go through the portal, and therefore, all documents remain on the platform protected by strict access for each user.

How does a client portal work?

For project managers, a client platform is also an optimal management platform to manage projects from A to Z. At Cultures Connection, we use an excellent project management platform, designed and implemented by an IT leader for the translation industry. You benefit from an advanced CRM system with fast, efficient and above all productive interaction because a platform allows you to launch projects as quickly as possible.

So how does a customer platform work? Generally speaking, every step is a breeze because platforms are designed to make customers’ lives better. Read below some elements about how it works:

  • Quotes: Requesting a quote is very easy, at least with the platform we use at Cultures Connection. For a translation service, the client portal automatically counts the number of words in your project and applies the rate that may have been set beforehand for similar services such as same languages, field of expertise, or DTP;
  • Customized workflows: Projects that are customizable –for different entities, different departments within your company or organization– are definitely a plus. A project manager will work with you to customize projects as needed, although it is generally very easy to add or remove items;
  • Customizable detailed reports: You have control over what goes into the reports. Just check off the information you want. These reports can include language services, accounting data, satisfaction surveys, as well as key performance indicators such as on-time delivery or quality compliance;
  • Archiving: You set your deadline and archiving requirements with a calendar, access and delete old translations and reference documents from the portal or store them. The client portal ensures data protection and backup according to your settings.

See how the portal enhances the customer experience with these two interesting examples:

  • Example #1

You do a lot of emailing, with a weekly newsletter sent out on a specific day, a general promotional email on another day, and a promotional email on a targeted event, i.e. discounts, new products or services, or invitation. You can automate the multilingual translation process with a client platform like the one our translation company provides to customers.

  • Example #2

Let’s imagine that at the beginning of your collaboration with a LSP, your translation projects were from one source language into, for example, three target languages. Then gradually two or three additional target languages, or even more, were needed. Moreover you have new needs, for different services, such as audiovisual translation (subtitles), or SEO translation. You can easily and quickly change projects settings through the client platform.

As you can see, a client platform for your translation or interpreting projects is a very valuable tool, with an overview but also detailed information, including many features.

A dedicated online portal allows you to:

  • Create quotes and immediately obtain the price of the service, according to the rates negotiated beforehand;
  • Launch a project by entering deadlines and languages, and by uploading the files directly on the portal;
  • Follow the progress of projects;
  • Offer suggestions and recommendations;
  • Invoice the parent company or each subsidiary separately, and track invoices.

Find out about other features that make a portal helpful, chat with a project manager!

This article has been written by Marilène Haroux

Marilène was previously an Academic and a Translator. At Cultures Connection she used to be the Vendor Manager as well as Bid Manager. Now Marilène is the Bid and Communications Manager.