Instant quote form
Upload a file, pick the language pair and turnaround, see the price and accept it online.
Translation quote software: word counts, jobs & NAATI
Translators: upload a document, get a quote. Word counts done for you.
Documents emailed for quotes, words counted by hand, rates kept in your head and deadlines tracked by flagged emails. We build quoting, job and translator systems for translation businesses that all talk to each other. Then we host them and look after them.
Looking for translation quote software that handles the jobs and the translators too?
Translation pricing depends on word count, language pair, subject matter, turnaround and whether it needs to be NAATI certified. That's a lot to work out from a blurry phone photo of a birth certificate sent at 9pm. Most translation businesses run on an inbox, a rate card in a spreadsheet, a phone full of freelancer numbers and a lot of copying text into Word just to count it.
Wollopit builds custom software for translation businesses around how you actually work. Customers upload a file and get a quote on the spot. Jobs land on a board with the deadline set. Offers go to translators with the right pair and credentials. Certified work gets the right statement and delivery. Clients track their own jobs and invoices flow into Xero or MYOB. We connect the CAT tools and platforms you already like and look after the lot on our own servers.
01The problems
What we hear from translators
Does your translation business have these problems? Here's how we'd fix them.
Most translation businesses we talk to are brilliant with language and drowning in admin. The translating is the easy bit. It's the quoting, chasing and juggling that eats the week.
- The problemQuote requests sit in the inboxSomeone emails a photo of their driver licence asking 'how much?' and it waits until you're back at your desk. By then they've gone elsewhere.How we fix itAn upload form on your website that reads the file, counts the words and quotes on the spot by language pair and turnaround.
- The problemWord counts done by handCopying text out of a PDF into Word to count it, then doing it again because the tables didn't paste properly.How we fix itAutomatic counts from Word, PDF, Excel and PowerPoint files. Scans and photos get flagged for a quick manual check.
- The problemRates that change by language pairEnglish to French is one rate, Dari to English is another and the full rate card only lives in your head.How we fix itA rate table by language pair, subject area and urgency so every quote is consistent no matter who sends it.
- The problemStandard documents quoted from scratchBirth certificates, marriage certificates and licences quoted fresh every single time.How we fix itFixed-price standard documents customers pick, upload and pay for in one go.
- The problemCertified translations take extra stepsNAATI certified work needs the right translator, the stamp, the statement and often a posted hard copy as well.How we fix itCertified jobs carry the credential check, certification statement and delivery choice (PDF, post or both) built in.
- The problemDeadlines tracked in the inboxTurnarounds live in flagged emails and a sticky note on the monitor. Something always slips on a Friday.How we fix itA job board with every deadline, status and translator, plus alerts before anything runs late.
- The problemRinging round for a Tigrinya translatorTexting five freelancers to find someone with the right pair, the right credential and time this week.How we fix itA translator directory by pair, specialty and NAATI status. Send the job offer and the first to accept gets it.
- The problemCredentials lapse quietlyNobody notices a freelancer's NAATI recertification is overdue until a certified job has already gone out.How we fix itCredential and expiry tracking with reminders, so certified jobs only go to people who can sign them.
- The problemChasing paymentRetail customers want the translation before they pay. Corporate clients need a purchase order first.How we fix itPay-upfront checkout for the public and account billing with POs for business clients, all synced to Xero or MYOB.
- The problemFreelancer invoices at month endInvoices arrive in every format imaginable and someone matches them to jobs by hand.How we fix itFreelancer pay worked out per job, with remittances and bills pushed straight into your accounting.
- The problemSensitive documents everywherePassports, medical records and court papers sitting in email attachments and personal Dropbox folders.How we fix itSecure upload and delivery with access controls and automatic clean-up once a job closes.
- The problemRepeat clients asking where it's up toMigration agents and law firms send the same kind of job every week, then email to ask how it's going.How we fix itA client portal where they upload, approve quotes, track progress and download finished work themselves.
02What we build
Solutions
What we build for translators. Usually all talking to each other.
Pick the one that's hurting most or join the whole lot up. Everything is built around how your team works, not the other way round.
Automatic word counting
Counts from Word, PDF, Excel and PowerPoint, with scanned pages flagged for review.
Rate cards by language pair
Per-word rates by pair, subject and urgency, with minimum charges and rush loadings.
Standard document pricing
Fixed prices for certificates, licences and transcripts that customers can buy straight away.
Certified translation workflow
NAATI credential checks, certification statements, stamped PDFs and hard copy posting.
Job board & deadlines
Every job, status, translator and due date on one screen, with late-job alerts.
Translator directory & job offers
Freelancers by pair, specialty and availability. Offer a job by SMS or email and track who accepts.
Credential tracking
NAATI status, recertification dates and specialty records with expiry reminders.
Review & proofreading step
A second-linguist check built into the job before anything is delivered.
Client portal
Business clients upload files, approve quotes, track jobs and download finished translations.
Online payments & invoicing
Card payments for the public, account billing with POs for business and invoices into Xero or MYOB.
Freelancer payments
Pay worked out per job, remittances sent and bills created in your accounting automatically.
Interpreting bookings
Onsite, phone and video interpreting booked by language, date and location, with interpreter confirmations.
Secure document handling
Encrypted uploads, permission-based access and automatic deletion after delivery.
A website that gets found
Hand-built, quick on mobile and built to rank for 'certified translation' plus every language you offer.
03The systems
The big ones
Your whole translation business, on one system.
These are the systems translation businesses ask us about most. Each one works on its own and they get properly clever when they're joined up.
Instant quoting
Upload a document. Get a quote before the kettle boils.
Customers drop a file on your website, choose the language pair and how fast they need it. The system counts the words, applies your rates and shows a price they can accept and pay for on the spot.
- Upload Word, PDF, Excel and PowerPoint
- Automatic word counts
- Scans and photos flagged for review
- Rates by language pair and subject
- Standard, express and urgent turnarounds
- Minimum charges and rush loadings
- Fixed prices for standard documents
- Certified or uncertified options
- Accept and pay online
- Quote follow-ups if they don't book
Job management
Every deadline on one board. Nothing buried in the inbox.
Accepted quotes turn straight into jobs with the files, pair, deadline and price attached. You see what's in translation, what's in review and what's due today without opening a single email.
- Quotes become jobs automatically
- Deadlines with time zone handling
- Status from assigned to delivered
- Late-job alerts
- Review and proofreading stage
- Client glossaries and notes per job
- Files kept with the job
- Delivery by download link or post
- Job history per client
- Works alongside your CAT tool
Translator network
The right translator, found in minutes.
Your freelancers live in one directory with their language pairs, specialties, NAATI credentials and availability. Send a job offer to everyone who fits and the first to accept gets it, no ring-around required.
- Directory by pair and specialty
- NAATI credential records
- Recertification expiry reminders
- Availability and leave
- Job offers by SMS or email
- First to accept gets the job
- Translator logins to upload work
- Per-job pay rates
- Quality notes and reviewer feedback
- Remittances into Xero or MYOB
Certified translations
NAATI certified work without the extra legwork.
Certified jobs only go to translators who hold the right credential. The certification statement is added automatically and the customer gets a signed PDF, a posted hard copy or both.
- Certified jobs matched to credentials
- Certification statement templates
- Stamped and signed PDF output
- Hard copy posting with tracking labels
- Standard document templates
- Common visa and licence documents
- Original-sighting notes
- Second copies on request
- Certified job register
- Records kept for audits
Client portal & billing
Clients track their own jobs. Invoices send themselves.
Migration agents, law firms and other regulars get a login to upload files, approve quotes and download finished work. Public customers pay upfront and business accounts are billed on terms, with everything landing in your accounting.
- Client logins for repeat customers
- Upload, approve and download in one place
- Job progress without the emails
- Account pricing and agreed rates
- Purchase order numbers on invoices
- Card payments with Stripe
- Monthly statements for accounts
- Invoices synced to Xero or MYOB
- Overdue reminders
- Multiple users per client
04How it changes
Before and after
A rush translation, wolloped.
Here's how an urgent certified job could change. Every translation business is different, so we map yours first.
Before
- Customer emails a phone photo of their marriage certificate at 9pm
- Next morning you squint at it and count the words by hand
- Quote goes back by email and you wait for a reply
- Bank transfer turns up two days later, maybe
- Ring round three translators to find one who's free
- The deadline lives in a flagged email
After
- Customer uploads the certificate and picks 'urgent'
- The fixed price shows instantly and they pay online
- The job lands on the board with the deadline set
- An offer goes to certified translators in that pair
- First to accept gets it and a reviewer is queued
- Signed PDF delivered and the posting label printed
05Services
Everything under one roof
Software, websites and systems for translators.
Whether you're starting fresh or upgrading what you've got, it's one team from the first sketch to the support call.
Custom software for translators
Built around how your translation business actually runs: instant quote form, automatic word counting and the admin in between, in one system you own.
Websites for translators
Fast, hand-built websites that rank for the searches your customers make and turn visits into enquiries, bookings or orders.
Translation business system upgrades
Running on spreadsheets, old software or a platform you've outgrown? We move your data across and upgrade in stages so the business never stops.
Apps and portals for translators
Rate cards by language pair and standard document pricing: customer and staff portals that work on any phone without an app store.
Integrations and automation
We connect Xero, MYOB and Stripe so information moves on its own and nobody retypes it.
Hosting, support and care
Managed hosting, updates, backups and security for your translation business, looked after by the people who built it.
06Integrations
Connections
Plays nicely with what you already use.
We connect to the tools you rely on, work alongside translation platforms you're happy with or replace the ones holding you back.
- Xero
- MYOB
- Stripe
- Microsoft 365
- Google Workspace
- DocuSign
- HubSpot
- Mailchimp
- Zoom
- Calendly
- Trados Studio
- memoQ
- Phrase
- Smartcat
- XTRF
- Plunet
- Dropbox
- Wise
- Australia Post
07How we work
The process
Some people dip their toe in. We turn up in a rebreather.
We get properly below the surface of your translation business: the systems, the busy days and the jobs everyone hates. Then we fix the bits that matter most first.
- 01
Think
We sit with you through a week of quotes, jobs and freelancer juggling, then work out what's actually slowing you down.
- 02
Archi-tech
We plan it before writing code: your rates, language pairs, certified workflow, translators, clients, hosting and cost.
- 03
Build
Real engineering, shown to you early and often. Usually instant quoting first, so you win back time before the next rush job.
- 04
Look after
We host it, maintain it and keep improving it. When something breaks you call the people who built it.
08Questions
FAQ
Things translators ask us.
Something else on your mind? Ring 0423 011 252 and ask the people who'd build it.
Can it handle PDFs and scanned documents?
Yes. Word, text-based PDFs, Excel and PowerPoint files are counted automatically. Scans and phone photos are flagged so you can check the count before the quote goes out.
Can it handle NAATI certified translations?
Yes. Certified jobs only go to translators with a current credential. The certification statement is added for you and you choose PDF delivery, a posted hard copy or both.
Can it apply discounts for repetitions and fuzzy matches?
Yes. If you quote off CAT tool analysis from Trados, memoQ or Phrase, we can bring those match bands into the quote and apply your discount rates.
We already use XTRF or Trados. Do we have to switch?
No. If a platform is doing its job we build around it, adding the quoting, client portal, payments or website on top. If it's holding you back we'll show you what replacing it would involve before anything changes.
Is it secure enough for passports and medical records?
Yes. Files are uploaded and delivered securely, access is limited to the people on the job and documents can be deleted automatically once a job is closed.
Can it book interpreters as well?
Yes. Onsite, phone and video interpreting can be booked by language, date and location, with interpreters confirming through the same system as your translators.
How much does a system for a translation business cost?
It depends on what you need, so we quote up front once we understand it. No surprise invoices, no lock-in and you own what we build.
How long does it take?
Smaller jobs like an instant quote form can be quick. Bigger systems are planned in stages so you get the first win early instead of waiting for everything at once.
Who looks after it once it's built?
We do. We host it on our own managed servers and keep it updated and secure. When you need something you ring the people who built it.
We already have systems. Can you upgrade them instead of starting again?
Usually, yes. Most translators we work with keep what's working and upgrade the rest in stages. We move your data across, connect the old and new while we switch and retire the old system only when the new one is proven.
Contact
Got a translation business problem? Consider it wolloped.
Tell us what's slow, broken, manual or missing. You don't need a spec, just describe what's going on.