Quotes module (Client Portal)
In the Quotes module, you can find all information related to your quotes, the quote requests you have sent, and all quotes received from your language service provider. Also, here you can find the archive of all past quotes.
Quotes list
The elements are displayed in the form of a list. Use a simple filter to display your current quotes or your past quotes.
The CURRENT quotes are the ones with the status Pending and Waiting for your Approval. In other words, the ones you are currently working on.
The PAST quotes are the ones with the status Approved or Rejected.
Quote statuses:
Pending - you sent the request for a quote but have not received the document yet.
Waiting for your Approval - you have received the quote document from your language service provider, and it needs to be approved by you. The exception is when you select the Start project without waiting for my approval option while requesting the quote. In this case, the received quote will be approved automatically.
Approved - you have accepted the quote document presented by your language service provider, or the option Start project without waiting for my approval was selected while requesting this quote (in this case, the received quote will be approved automatically).
Rejected - you have rejected the offer from your language service provider. This quote will not be converted into a project.
Quote overview
To open the quote's overview, click on the quote's name in the quotes list.
In the Quote overview, you have access to all the quote details and the confirmation document sent by your language service provider. To preview the document, click on the Quote confirmation (PDF).
The quote usually has an expiration date, after which it is no longer valid. The date and time when the quote expires are presented in red under the quote status.
I. Request Summary
This panel summarizes the information provided while requesting a given quote.
Service - what kind of services will be required. Usually, it is the name of the Workflow used for this project.
Specialization - A qualification such as knowledge of medicine or law terms required for the project to be performed.
Language pairs - The source and target language pairs for this project. The source language is first in the pair.
Requested delivery date and time - The date and time proposed by you in the request form as the date when you would like to have the target files ready. In other words, it's your proposal for the deadline of the future project.
Contact Person - The person in your company responsible for the future project. All the notifications regarding the project will be directed to this person, and this contact will receive the completed files (if you choose this in the Quote request).
II. Tasks tab
In this tab, there is a list of all tasks included in this quote.
Click on the task ID in the table to open a new window with the task summary (see the Projects module - Task window article).
This tab is visible only in the quotes waiting for your approval when the proper quote document is presented to you by your language service provider.
III. Files tab
In this tab, there is a list of the source files for each task in the Quote. These are the files you have attached to the Quote request form.
You can use the search window to locate the desired file. Just start typing the file name, and the portal will show you all the matching documents.
Click on the task ID to show the files for this task. Click again on the file name or the Download button at the end of the row to save the file to your local drive.
IV. Resource Files Tab
In this tab, there is a list of the resource and reference files for each task in the Quote. The reference files are not to be translated but are necessary to obtain the correct target files. These are the files you have attached to the Quote request form.
You can use the search window to locate the desired file. Just start typing the file name, and the portal will show you all the matching documents.
Click on the task ID to show the types of files available for this task. Click again on the file type name to show the files for this task. Click on the file name or the Download button at the end of the row to save the file to your local drive.
Request a new quote
To request a quote, click the REQUEST A QUOTE button and fill in the form.
For your convenience, the quote-requesting process is divided into steps.
The fields and steps below are only examples; your language service provider could configure them differently.
I. Basic information
In the first step, you need to provide the basics for the future project. Some of the presented fields are mandatory, and you need to provide the data before proceeding to the next step.
Project name - type in the name of the future project. There is no requirement to make it unique, but it is easier to differentiate one project from another if the name is unique.
(Optional) Office - if you use multiple offices, select the office to which this project should be assigned.
Service - the kind of services that will be required. Usually, it is the name of the Workflow used for this project. Select from the drop-down list one of the options of your language service provider. This field is mandatory.
Specialization - a qualification such as knowledge of medicine or law terms required for a job in the project. Select from the drop-down list one of the options given by your language service provider. This field is mandatory.
Source language is the language of the source document you want to translate. Select a language from the drop-down list. You can choose only one language as the source. This field is mandatory.
Target language(s) - the language(s) of the final target files. Select from the list of available languages. Multiple selections are possible. To remove a language, click the × next to the language name. This field is mandatory.
Requested delivery date and time - the date and time you propose to deliver completed target files. In other words, it's your proposal for the deadline of the future project. Click on the field and use the built-in calendar to select the correct date. Type in the time to clarify the deadline for the selected day.
When all data is provided, click the SOURCE FILES button to proceed to the next step.
II. Source files (Optional)
In the second step, you can attach files to the quote request.
Source files
The source files are the files that you want to translate to a different language or languages.
To attach the files to the quote request, just drag and drop them into the window directly from your file browser. The second option is to click the Choose files to upload or Add files buttons and locate the files on your drive.
The attached files are listed at the top of the window. To remove an already attached file, click the × at the end of the row.
If you want to translate the text copied to your computer's clipboard, click the Add text from clipboard button. Type in or paste the text into the window and confirm with Add text or click Cancel to abort and go back to the previous window.
The Reference materials
The reference materials are files that are not meant to be directly translated, but they are important for the whole translation process. For example, they might include additional information for the translator or proofreader, examples of the output format, and other helpful resources.
Click the Reference materials button to expand the window for the resource files.
The reference files can be attached to the request form, similar to the source files. Drag and drop or click the Choose files to upload or Add files buttons.
To go back to the previous step, click the BASIC INFORMATION button. Click the FILE STATISTICS button to proceed to the next step.
III. File Statistics
The file statistics are helpful while estimating the costs of the future project.
In this step, you have a preview of the statistics of all source files attached in the previous step. Here you can see the approximate number of characters and words for each attached file.
To go back to the previous step, click the SOURCE FILES button.
Click the SUMMARY button to proceed to the next step.
IV. Summary
In the last step, you have an overview of the information provided.
Contact Person - select a contact person at your company responsible for the future project. If you select the tickbox Send back, this contact person will also receive the ready target files. Select a person from the drop-down list. If you have only one contact person registered in your Portal account, they will be selected automatically.
Notes - add a comment or a note to the request.
Start project without waiting for my approval - when you select this tickbox, the quote presented by your language service provider will automatically be approved.
To go back to the previous step, click the FILE STATISTIC button.
When all the information is provided, click the REQUEST A QUOTE button to submit the request to your language service provider.
V. Confirmation
The Portal will acknowledge the submitted request and allow you to preview the quote or create another request.
Click the SHOW QUOTE button to review the recently submitted quote request. To create a new quote request, select the REQUEST ANOTHER QUOTE button.
Click the CLOSE button to close the request form window.
At the same time, you will get an e-mail notification confirming that your quote request was registered.
When the detailed quote is ready, you will receive an e-mail notification from your language service provider.
Decide on the Quote
Click on the quote name to open the overview, and use one of the buttons at the bottom to Accept Quote or Reject Quote. In both cases, the notification about your decision is sent to your language service provider.
Change the Office in a Quote
If you are using multiple offices, there is a possibility to reassign a quote to a different office.
On the quotes list, click the office's name of the quote you want to update. The Change Office pop-up window appears.
From the Office drop-down menu, select the office to which this quote should be assigned.
(Optional) If there is a need to change the price profile, select the new one from the Price Profile drop-down menu.
If you have selected a different price profile, select the Recalculate Price Profiles checkbox in order for the new prices to take effect.
Click the Save changes button to confirm the update.