Building confident, scalable workflows for a growing translation agency

The challenge 

Managing growing complexity with limited structure

As Quick! Translations grew, the complexity of managing projects increased. Each job required careful coordination of files, deadlines, pricing, and payments, often across different currencies and jurisdictions.

The challenge was not the size of the team, but the demands placed on it. Processes that once worked began to require more manual oversight, increasing the risk of errors and slowing internal coordination.

At the same time, any new system needed to respect Czech accounting rules while still supporting international delivery. The team also had understandable concerns about introducing change.

“We were worried about the day when we would start working with the new system and all the unexpected errors that such a system could throw up.”

They needed a solution that would bring control and clarity, without disrupting day-to-day work.

Why XTRF by XTM

A platform that fits how smaller agencies actually work

XTRF by XTM stood out because it was designed with real translation agency workflows in mind, including agencies without large organisational structures.

“The XTRF system was created by people who deeply understand such needs, and offers options for companies that do not have an extensive organizational structure, but still need to use all the features specific to this sector.”

The platform offered flexibility without forcing unnecessary options into everyday work. This made it possible to professionalise operations while keeping workflows practical and focused.

Early discussions also helped build trust. From the outset, the team saw a proactive approach and a willingness to adapt the system to local accounting requirements, even where this required additional configuration.

The solution

A supported transition, built around confidence

Quick! Translations introduced XTRF by XTM gradually, starting with the areas that mattered most and expanding usage over time. This reduced risk and allowed the team to adjust at a comfortable pace.

Preparation played a key role. During the trial period, the team used XTM Academy to understand how the platform works and how different modules connect. By the time the system went live, project managers were already confident using it.

“The settings allow us to adjust the system to perfectly suit our needs, without forcing unnecessary options on us that would interfere with our everyday work. The interface is very clear, user-friendly, and easy to get to grips with.”
— Ewa Luchowska-Mertl, Managing Director, Quick! Translations

Once in place, XTRF automated routine steps across project handling, vendor communication, and accounting. Workflows were shaped around existing practices rather than forcing the team to change how they work.

Impact

Time saved, trust strengthened, credibility reinforced

Today, Quick! Translations spends significantly less time on administrative tasks and accounting. Processes are clearer and more transparent, and communication with clients and suppliers is smoother.

The time saved is now used to develop the business rather than manage manual processes. Just as importantly, operating on a professional translation management system has strengthened the company’s image in the market.

“This professional management tool also improves the image of our company on the market.”

As Managing Director Ewa Luchowska-Mertl concludes:

“One thing is certain – it was the right decision.”