Everything your translation company needs, in one cloud platform

• Quote to cash in one system. Project data flows automatically into invoicing, accounting and collections. No double entry, no spreadsheets to reconcile.
• Quality data that drives vendor selection. Every task rating feeds into translator search, so the best-rated linguist for each language pair is always one click away.
• Vendor self-billing. Translators invoice you directly from their portal, and your team simply reviews and approves.
• Built for interpreting too. Manage interpreting booths and AV equipment with stock control, rentals and logistics, linked to each interpreting project.
• Cloud-native. No servers to configure and no manual backups. Works on Windows, Mac, Linux, tablets and phones.

• Fast, accurate pricing. Select the source and target languages, the service (translation, interpreting and more) and the units (words, hours, documents). BillWords applies the right rate for each client automatically.
• Multilingual quotes in seconds. Duplicate quotes or tasks to cover several language pairs at once.
• Email integration. Send quotes as PDF straight from BillWords through Microsoft Outlook or Mozilla Thunderbird, with a record of who sent what and when.
• Full follow-up. Track the status of every quote and log all communications with the client through the integrated CRM.
• One click from quote to project. Accepted quotes become projects instantly, with all data and attached files carried over.

• Task tracking your way. Follow projects and tasks in a visual calendar, a planning view or task lists.
• One-click delivery. Delivering a finished job automatically generates the invoice, accounting entries, tax records and payment forecasts, and emails the client a secure download link.

• CAT analysis import. Create projects automatically by importing analysis files from leading CAT tools such as Trados and Transit, or by converting an accepted quote.
• Smart vendor search. Filter your vendor database by service, language pair, native language, rating, specialization (legal, medical and more), CAT tools, location, rates, workload and availability. BillWords also shows each client’s usual translators and every vendor’s planned absences.
• Integrated file management. BillWords creates a folder for every client, quote, project and vendor, with the subfolder structure you define (source, target, translation memories, glossaries).

The Automatic Reminders Model (ARM) makes sure nothing slips through the cracks.

• Deadline reminders to project managers, translators, employees and salespeople before tasks are due.
• New project alerts to the project manager in charge.
• Payment reminders to clients when invoices fall due.
• Fully customizable. Define the wording, timing and language of every reminder, and choose which clients, vendors and employees receive them.

• Vendor portal. Translators update their profile, rates, specializations and CAT tools, report absences, accept jobs, download source files, upload translations, issue invoices and check payment status.
• Client portal. Clients request new jobs and quotes, upload files, download translations, raise queries and check their invoices.
• Employee access. Project managers track their projects, manage files and look up clients, vendors and contacts from any device.
• Your brand. Customize the portal with your logo and corporate colors.

• Sales and purchase invoicing with automatic accounting entries for every income and expense, by project. You define the chart of accounts.
• Cash management. Control receivables and payables, advance payments, defaults and remittances, plus the balance and risk of every project, client and vendor.
• Full accounting. Journals, ledgers, balance sheets, depreciation and official reports.
• Bank files. Generate SEPA Core and SEPA B2B direct debit files and payment remittances.

Learn more about invoicing and accounting for translation companies.

Quote, invoice, pay and account in any currency. Set prices per client and vendor in their own currency, and let BillWords record exchange rate differences automatically. A single project can be sold in one currency and outsourced in several others.

• Complete client history: interactions, emails, quotes, purchases and claims at a glance.
• Sales pipeline. Track opportunities with their value, closing probability, competitors and planned actions.
• Shared contacts so your sales team works in sync.
• Email campaigns with tracking of opens, clicks and engagement.

• Vendor evaluations. Rate every task against your own quality criteria and get automatic averages per project and per translator.
• Better assignments. Compare translators by rating when assigning work.
• Complete records. Store evaluated tasks, tests and confidentiality agreements, and export the rating history to Excel, Word or PDF.
• Claims management. Log, assign and resolve complaints and suggestions, link them to the related task, project, invoice or quote, and analyze them for continuous improvement.

• Granular permissions. Full, read-only or no access for each user and each data type.
• Security policies. Strong passwords and logging of user access.
• Activity log of every change to the fields you choose to protect.
• Consent management with full records of requests, consents and revocations.
• Data portability. Export any client, vendor or contact record to Excel, Word, PDF or XML.

• Stock control of interpreting booths, AV and PA equipment, updated automatically from purchase, sales and rental invoices.
• Rentals by day or hour, linked to each interpreting project, with automatic tracking of returns.
• Inventory across multiple warehouses, organized by brand, family and subfamily.
• Logistics. Record delivery address, contact, carrier, tracking number, packages, weight and volume.

BillWords is continuously updated as regulations change in the countries where it is available.

• Spain: VAT and withholding tax returns, SII (immediate VAT reporting), e-invoicing to public administrations through FACe, and official invoice registers.
• Argentina: AFIP-compliant e-invoicing through the Facturante platform.