Business supplies and services: Invoicing software for localisation providers
Invoicing software for localisation providers that invoices processed strings, revisions and testing per release and language, with a breakdown the client can verify and a payment link.
Where invoices stall for localisation providers.
Localisation providers often invoice a release from the quote, while reality changed along the way. Strings were added after freeze, one language was delivered later, the client asked for an extra review round and part of the strings turned out to be translated before after all. Framework agreements add monthly settlements across several small releases. The project manager pieces the data together from the translation environment, the string package and the portal, and the client asks line by line where it came from. An invoice has to trace back per release and per language to what was actually processed.
Invoicing software for localisation providers
Example- 1
Gather processed work per release
DoneThe software brings together per release and language the final volume analysis, the completed steps from the string package and extra work such as revision rounds and urgent changes.
- 2
Review differences with the quote
In progressThe project manager sees per language the difference between quoted and processed volume and which addenda were added after approval.
- 3
Invoice per release or period
NextThe invoice goes out with lines per language or per release, a breakdown of volume per category attached and a payment link.
From finished work to paid invoice.
Gather processed work per release
The software brings together per release and language the final volume analysis, the completed steps from the string package and extra work such as revision rounds and urgent changes. Everything is weighted using the categories and rates from the quote or framework agreement.
Review differences with the quote
The project manager sees per language the difference between quoted and processed volume and which addenda were added after approval. An extra review round requested by the client is charged; a correction round caused by your own error is not. For each difference they decide what goes on the invoice, with a short reason.
Invoice per release or period
The invoice goes out with lines per language or per release, a breakdown of volume per category attached and a payment link. Under a framework agreement, that period's releases are bundled. Reminders go out automatically and per client you see what has been paid and what is still open.
Invoicing from the same software.
Localisation providers have a translation environment that analyses volume per category. That analysis arrives per release in the same software as the quote and the string package, without changing anything in the translation environment. Rates come from the quote or framework agreement. At the start we set up VAT rates, payment terms and the rate lists per client. Freelance translators are paid separately; their volume per release serves as a check on their invoices. Your accountant can look along or receive an export.
Invoice per release or per month
Invoicing per release is clear for large, irregular releases. For a product with small weekly updates, it produces many small invoices that create admin for both sides. A monthly consolidated invoice with a breakdown per release is then more practical. The software supports both, depending on the agreement.
Volume from quote or final analysis
Invoicing the quoted volume is predictable but wrong when strings were added or dropped. Invoicing the final analysis is more accurate but can surprise the client. A workable arrangement is to invoice the final analysis, with advance notice if the difference exceeds an agreed threshold.
Revisions included or extra
A revision round after client feedback is sometimes part of the deal and sometimes not. Without a clear rule, disputes follow. The quote states how many rounds are included; the software counts rounds per language and lists extra rounds as a separate line on the invoice, so the difference is visible.
What we set up for your invoicing.
Per release and language, processed volume and extra work are ready, with the difference against the quote, a review by the project manager and an invoice with breakdown and payment link. Before going live we walk through an ordinary release together, and a release where strings were added after freeze and one language had an extra review round. Monthly consolidated invoices under framework agreements and the overview for freelance invoices can be switched on later.
View pricingSupport and updatesGood to know.
Explore pricing and optionsHow do we show why the invoice differs from the quote?
The breakdown shows per language the quoted and processed volume per category, plus addenda with date and approval. Extra rounds appear as their own line. The client can see for each difference where it comes from, without anyone having to explain it in an email.
Can we check freelance invoices with the same data?
Yes. Because volume per language and release is known, you can lay a freelance translator's invoice next to the work assigned to them. Differences surface before you pay, and you do not have to pull volume from the translation environment again yourself.
What if a release is cancelled after translation?
The work has still been done, and the software collects it as for an ordinary release. The project manager decides, in line with the quote's terms, what is invoiced. The translated work stays in the translation memory, so a later release benefits from it.
Is the invoice sent automatically?
No. The project manager first reviews the differences and finance sends the invoice with its payment link. That keeps a human check on addenda and extra rounds, especially for clients with many small releases. Once sent, reminders do run by themselves.
What often connects to this.
- Quotation software for localisation providersQuotation software for localisation providers that prices word volume, previously translated strings and testing per language separately, so a product team sees where release costs come from.
- Digital job cards for localisation providersDigital job cards for localisation providers: a string package with version reference that records translation, review and screen testing per language, so every delivery traces back to a release.
- Website for localisation providersA website for localisation providers that explains how software, apps and help content are translated and tested per release, so a product team knows what to supply and when.
Invoicing without chasing details.
Start with a short intake. Then we schedule a call to show the software with your services, team and way of working.
WhatsAppinfo@vorlyo.com Invoicing software for localisation providers: processed strings, revisions and testing invoiced per release and language, with breakdown and payment link.
- Gather processed work per release
- Review differences with the quote
- Invoice per release or period