Scaling translation operations without custom code

The challenge 

From spreadsheets to a costly DIY system

In its early years, Exero Soluciones relied on paper-based processes to manage projects. As complexity increased, the team moved to Excel in an attempt to improve organisation.

“After using that ‘tool’ for a number of weeks, I asked my manager if I could design an Excel sheet with a few fields that would enable me to use the filter and the search button, and ultimately make the whole process less time-consuming,”
recalls Director Iván López.

Excel helped for a time, but by 2014 the company needed more. Larger projects required profitability analysis, invoicing, and vendor management. Off-the-shelf systems felt too expensive and restrictive, so in 2017 the team decided to build their own platform.

Prometheus, their custom-built system, included a collaborator database, job tracking, and basic profitability features. However, performance issues quickly surfaced.

“It was infuriatingly slow. Sometimes we had to wait several minutes for the system to load data, if it loaded at all,”
says López.

Fixes were slow, new features were costly to add, and automation remained limited. Over time, the DIY approach became a liability.

“My company was losing money because my project managers were wasting precious time trying to deal with system flaws and because they were unable to automate tasks,”
López explains.

Why XTRF by XTM

Choosing a system that could grow with the business

By 2019, Exero Soluciones knew they needed a different approach. López began researching alternatives, attending industry events and speaking with peers to understand what would work long term.

XTRF by XTM stood out for its flexibility, reliability, and ability to scale alongside the business.

“After looking into all of them, I found I was most impressed with XTRF. Not only did the system seem to be the most innovative with unbeatable design and a sleek look, but it also seemed to be the most flexible and reliable,”
he says.

Crucially, XTRF allowed Exero Soluciones to start small and grow over time.

“I wanted a system that is powerful enough for five people, but also for 50. With XTRF, I can get all of the state-of-the-art features without having to settle for less.”

Flexible licensing and payment options made it possible to adopt the system without overcommitting upfront, while still supporting future expansion.

The solution

Automation, visibility, and control in everyday work

With XTRF in place, automation now drives daily workflows at Exero Soluciones. Repetitive tasks are handled by the system, allowing project managers to focus on delivery rather than administration.

“My project management team is ecstatic to be working with this system and to have left our own solution behind,”
says López.

Project profitability is visible in real time, giving managers the ability to adjust work mid-project to avoid losses. File management has improved, eliminating long email chains and reducing the risk of errors.

Clients and collaborators can access purchase orders and invoices directly through the platform, improving transparency and reducing manual follow-up. The Vendor Portal centralises instructions and materials, helping linguists deliver work accurately and on time.

Alerts notify project managers as soon as tasks are completed, keeping workflows moving without constant manual checks. Customisable workflows and templates further reduce repetitive work.

“We consistently receive projects with the same characteristics, so we can use a template to cut out mundane tasks and focus on more important matters,”
López explains.