One connected system for translation jobs, interpreting bookings, linguists, client invoices and payments.
Manage a translation or interpretation agency in one system. Project managers quote from word counts and language pairs, assign each job to the right linguist and follow it through editing and proofreading. Interpreting bookings, glossaries, client invoices and freelancer payments are drawn from the same job record.
- Language pairs, rate cards and job stages entered as your agency works
- Linguist list and open jobs migrated from your spreadsheets
- Edits to rates and job stages handled by GullySystem staff when asked
GullySystem configures this system for translation and interpretation agencies of any size. Project managers, coordinators, finance staff and freelance linguists work from it. Each job carries its language pair, word count, linguist, reviewer, deadline and invoice. Interpreting sessions follow the same path from request to payment.
What goes wrong before the software.
How the work flows through it, step by step.
- 1
Request
A client sends files or a booking request. The agency opens a job, records the language pair and notes the deadline.
- 2
Quote
The project manager counts words, applies the client’s rate card and sends a quotation. The client’s approval is noted on the job.
- 3
Assignment
A linguist is chosen by language pair, subject and availability. The brief, glossary and files go to them from the job.
- 4
Review
The translation passes to an editor and then a proofreader. Each stage is marked done with the person who did it.
- 5
Delivery
Final files go back to the client, with any certification statement attached. The job is closed once the client confirms.
- 6
Billing and payment
Delivered work produces the client invoice. The linguist’s invoice is checked against the same job and approved for payment.
What is inside.
Every module can be switched on, left out or changed to match how your team already works.
The business modules it is built from.
Each one is also available on its own, or inside a system built for you.
- Quote & Proposal Management
A quotation is built from the client’s rate card and the word count, and each revision stays on record beside the accepted one.
- Task Management
Every stage of a job has one owner and one due date, so a manager can see which translation is waiting for an editor.
- Resource Allocation
Before a job is promised, the manager sees which linguists with the right language pair are free and how much each already holds.
- Resource and Room Booking
Interpreters are held against sessions by date and hours, so the same person is never booked into two meetings at once.
- Document Management
Source files, translated files and certification statements are filed against the job, with the version the client approved kept apart.
- Invoice Management
Invoices come straight from delivered jobs and completed sessions, carry the client’s purchase order number and are raised in the billing currency.
- Multi-Currency Support
A linguist invoicing in one currency and a client paying in another are both handled, so margin on the job can still be read.
- Workflow and Approvals
A freelancer invoice is approved by the project manager before finance releases payment, and the approval is kept on the job.
How we would put it in.
Setup, data migration, integrations and anything built on top.
One system, each person sees their part.
For the agency owner
See jobs by client and language, margin on each, invoices outstanding and linguists carrying the heaviest load.
For project managers
Manage quotes, assignments, deadlines and delivery for every job you own, and spot those running late.
For interpreting coordinators
Hold the booking calendar, match interpreters to sessions and collect hours after each one.
For finance staff
Raise client invoices, check linguist invoices against jobs and prepare payment runs.
For freelance linguists
See your assigned jobs, briefs, glossaries and deadlines, and follow the status of your own invoices.
The numbers the owner asks for.
- Jobs by client, language pair and stage
- Work due this week by linguist
- Margin on each job and client
- Interpreting hours by interpreter and client
- Client invoices outstanding by age
- Linguist payments approved and pending
Who this is built for.
- Translation agencies working with freelance linguists in many countries
- Interpretation services booking people for meetings, courts and clinics
- Agencies that offer certified and sworn translation
- Localisation teams delivering software and marketing content
- Small firms that outgrew a shared spreadsheet and an inbox
When it is not the right choice.
- A single freelance translator with a few regular clients can work from a folder and an invoice template.
- A team that needs machine translation or a translation memory engine will still need a dedicated tool for the language work itself.
Adapted to your business before it goes live.
You are not handed a login and left to it. The product is set up around your records, your people and the tools you already use.
Works alongside
- Cloud file storage
- Video call platforms
- Calendar
- Accounting software export
- Translation memory tools
Questions owners ask before a demo.
Is this a translation tool or an agency system?
It is an agency system. It follows jobs, linguists, interpreting sessions and money, while the language work is done in the tools your linguists already use.
Can it work out word counts?
Counts can be entered or imported from your counting tool. The quote is then priced from the count, the language pair and the client’s rate card.
How does it handle a job passing through several linguists?
Each stage names its own person. The translator, editor and proofreader each mark their part done, and the manager sees who holds the file.
Can interpreters be booked for remote sessions?
Yes. A session records the platform and call link beside the date and hours, and both sides receive the details.
Do freelancers get their own login?
Yes. A linguist sees only assigned work, the brief and the status of their invoice. Rates paid to others stay hidden.
Can clients be billed in their own currency?
Yes. Each client has a billing currency and a rate card. Tax handling for each country is settled with your accountant during implementation.
Can our freelancer list be brought in?
Send the spreadsheet you hold. Languages, subjects and rates are mapped to the new fields, and a project manager checks the list before go-live.
Who owns the job files and client records?
Your agency does. The proposal names the export format for files and client records, so leaving later is straightforward.
What would it cost for an agency like ours?
A quotation reflects the number of project managers, linguists and client logins on the system. You see a working demonstration first and receive a written quotation after.
Do we need it with only a few jobs a week?
Not necessarily. A small agency with a handful of linguists can manage with a spreadsheet. The system starts to pay off when jobs overlap and invoices multiply.
Wondering what it costs? Six questions give you a written scope and the buckets any quote should separate.
Businesses that use this.
Related products.
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