Translation projects multiplying faster than your team’s bandwidth? It might be time to bring in reinforcements.
No, we’re not talking about new hires. We’re talking about a translation project management system.
In this article, you’ll learn how to tell when you need translation project management software. You’ll discover what tools are out there and which features to look for. Plus, you’ll find guidance on choosing the right solution for your team.
A translation project management system is a structured way to organize and track a translation project from start to finish.
The system can be dedicated software (more on this later) or a custom setup in a general project management tool. It could even be a well-organized combination of spreadsheets and shared folders. If you’re into that kind of thing.
Whatever form it takes, it’s typically managed by localization project managers. Instead of drowning in spreadsheets or playing email tag with half a dozen people, you’ll have all the info you need in one place.
Let’s say you’re launching a product in six languages. You’re buried in email chains, ghost files, and ‘final_final_v3’ nightmares. Enter translation project management: order is restored with a clean, trackable checklist. Tick.
A system helps you pull off tasks like:
Note: A translation project management system is different from a translation management system (TMS).
A TMS like XTM Cloud is a specific software focused on linguistic tasks like translation memory and machine translation.
Think words and sentences, not deadlines and invoices.
Winging a translation project might work when handling one language and a few documents. Add in multiple markets or file types, and that’s when projects go sideways.
Picture this: you’re rolling out a new software feature across five new markets. There’s in-app user interface (UI) text plus help documentation, release notes, marketing copy, and legal terms that need to be perfect before launch.
Without translation project management tools, it’s easy for things to spiral. You might send the wrong file version to three different translators. Or accidentally approve outdated content that still mentions last year’s pricing.
As Andreas Ljungström, Senior Manager of Solutions Architecture at XTM, explains:
“Managing translations is difficult because it’s a complex service. It involves a lot of steps, a lot of stakeholders, and there are a lot of moving parts to it.”
Before you know it, you’re scrambling to fix mistakes that could’ve tanked your launch. Or worse, landed you in legal hot water.
Now think of the best-case scenario. Where a translation project management system gives you clarity and control every step of the way:
Next, we’ll explore specific setups that can support your translation project needs.
Trying to manage a big multilingual content project without the right tools is like trying to herd cats. Picking the best system from the start saves you from chaos and those endless email chains asking, ‘Hey, did you get my file?’
However, not all tools are made equal. Here are the main types to consider:
| Tool type | Example tools | What it does | Best for |
| TMS | XTM Cloud, Phrase, Crowdin | Your cloud-based translation command center that:
|
Teams drowning in translation-specific tasks who need their system to speak fluent CAT tool. |
| Localization business management system | XTRF by XTM | The Swiss Army knife approach. Manages your projects as well as:
|
Translation agencies that need project management plus business management in one package. |
| General project management tools | Asana, ClickUp, Monday.com | Solid task handling and team coordination, but thinks ‘™’ stands for ‘team meeting,’ not ‘translation memory.’ | Small teams just starting with translations who want to streamline tasks, not necessarily invest in specialized translation tools. |
| Spreadsheets and shared folders | Google Drive, Excel, Dropbox | Basic file storage and manual task tracking. That’s about it. | Scrappy startups. Or anyone whose budget is tighter than their deadlines. |
With all these options on the table, let’s take a look at how one company made its choice work.
Avantpage, a language service provider in healthcare, has been in the game since 1996. As work got more complex, project managers found themselves buried under an avalanche of busy work.
After implementing XTRF, our translation project management system, Avantpage was able to:
More importantly, XTRF freed up Avantpage project managers’ time:
“Our project management team now has more freedom to provide our clients with individualized support and answer any questions they may have almost immediately.
With XTRF updating their one-of-a-kind platform on an almost weekly basis, we’re sure there’s more time we can shave off our work processes in the future.”
Here’s an overview of the many hats XTRF wears, including automated vendor picks:
The result? Avantpage estimates saving around 1,000 hours per year. That’s roughly 80 hours every month.
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When comparing your options, look for six main tool features that separate the worthwhile solutions from the glorified spreadsheets.
Automated workflows ditch the repetitive tasks and busywork that slow your translation projects down. In fact, one in five SMB employees find that automation enhances task accuracy and efficiency.
Get in on the action and choose a system with functionality like:
Your go-to workflow, ready to go. Set up reusable templates for your translation processes. Here’s what it looks like in XTRF:
And it doesn’t stop at delivery. With built-in invoicing and vendor payment tools, you can take projects from request to reconciliation without breaking stride.
The Translation Team uses XTRF to automate purchase orders and invoice statements. As soon as vendors say ‘yes’ to a job, purchase orders fly out automatically. At the end of the month, invoice summaries land in their inboxes. As a result, the company cut monthly invoicing time from nearly 10 hours to just two. Drastically cutting back-and-forth over mismatched totals.
And that’s not all XTRF does for the team:
“Having a dedicated vendor portal as part of the formula is fantastic. It allows vendors to keep a record of the jobs they have worked on, keep track of payment status, see if there’s a job offer roaming around, or simply update their background information so it showcases their new skills, knowledge, and/or certifications.”
Managing professional translation services across multiple language pairs and specializations gets messy fast. A centralized system goes a long way in fixing this.
As Andreas Ljungström explains:
“Imagine the localization manager in Italy using the same system as a localization manager in Brazil or Japan. They all use the same system, meaning they tap into the same repositories and databases, regardless of where they are on the globe.”
Skip the spreadsheet madness. Find a system that knows what translation teams need. Along with centralized data, look for features like:
With performance data at your fingertips, you can assign projects based on track records, not gut feelings.
The localization management process involves more moving parts than a Swiss watch. Find a system that keeps everyone in sync, with features like:
Client feedback portals. Give clients a proper place to approve projects or share feedback. Instead of sending cryptic emails at 11 PM.With communication tools baked into your system, you’ll avoid critical info slipping through the cracks.
Translation projects move fast, and files change even faster. The right system helps you keep track without losing your footing. Look for:
This type of functionality helps you stay in control and keep on top of quality assurance. Even during last-minute edits.
When budgets are tight and vendors are many, you need eyes everywhere. The numbers tell the story: only 41% of companies “mostly” or “always” stick to project budgets.
These features make sure you’ve got all your bases covered:
A little visibility can save you serious money. And a lot of headaches.
If you’re like 37% of companies, integration with existing tech is one of the most important factors in choosing a new tool.
It’s no surprise. The right integrations can spare you hours, not to mention a few gray hairs. Here are the connectors to check for:
XTRF integrates with all the usual suspects and connects to your instant messenger via API. For best results, pair it with AI-enhanced translation management software like XTM Cloud. You can access XTM's AI Agent, your chatty AI sidekicks living in both tools, ready to supercharge all your localization projects. Now, kick back and watch your translation workflows glide.
Different teams have different needs, whether you’re a tiny but mighty startup or a sprawling global brand. Use this handy table to figure out what matters most for your setup:
| Consideration | What to look for | Why it matters |
| Team size and structure | Small teams: simple user management and straightforward access controls. Larger or complex teams: scalable user licenses and role-based access. | Small teams don’t need fancy user roles. Keep it simple to avoid paying for unused features. Big teams need clear roles and easy user management to prevent confusion and keep data safe. |
| Volume and complexity of content | If you have many types of content (or expect to in the future), think about automation for repetitive tasks and support for different file formats. | If you’re juggling lots of content or tricky file types, automation is your friend. It helps you meet deadlines without pulling your hair out. |
| Industry-specific needs | Consider whether your industry needs features like compliance checks or audit trails. | If your field demands strict rules (like legal or life sciences), get a system built to handle audits and compliance so you don’t end up in hot water. |
| Integration needs and tech stack | What tools are essential to your workflows? Check if the system connects smoothly with CMS, CAT tools, code repos and communication apps. | Your tools should play nice together. If your system can’t integrate, expect extra manual work and mistakes. Pick one that fits into your current setup. |
| Growth plans | Look for tools that let you add users and languages without a fuss (and without doubling the cost). | If you’re planning to grow, pick a system with scalability. Switching tools mid-way is a pain. Start with a system that won’t hold you back. |
And don’t forget the basics. No matter your team size or set up, ease of use and solid customer support can make or break your experience. Take your time evaluating options to find the best fit for your needs.
Whether you go with dedicated software or build something custom, having a system beats flying blind every time.
Start by thinking about what slows you down today. Then pick a tool that solves that without creating 10 new problems.
Your future self (and your stress levels) will thank you when that next big multilingual project lands on your desk.