Moving from custom code to a system built to scale

The challenge 

Technical debt, slow performance, and growing risk

Global Textware’s in-house system had once replaced spreadsheets and manual processes. Over time, however, it became outdated, slow, and difficult to maintain. The system could no longer keep pace with new requirements or support evolving ways of working.

“Our system became outdated and slow and could no longer support the developments required to future-proof our business.”

Adding new functionality required significant effort, and integrating modern processes became increasingly complex. Technical debt grew, performance suffered, and the risk of relying on custom code increased year after year.

Global Textware needed a solution that could support all areas of the business, from quoting and vendor management to workflows and reporting, without the burden of rebuilding and maintaining everything themselves.

Why XTRF by XTM

Choosing a proven system over rebuilding from scratch

At a critical moment, Global Textware had to decide whether to invest heavily in rebuilding its internal system or adopt a platform designed specifically for translation businesses. The team chose XTRF by XTM as a way to move forward without repeating the same maintenance challenges.

XTRF offered coverage across the full scope of Global Textware’s operations, supporting projects, vendors, finance, and reporting in one system. Just as importantly, it allowed the team to reflect how they already worked, rather than forcing them into generic processes.

The team also valued the fact that XTRF was created within a translation agency. This gave them confidence that the system reflected real operational needs and would continue to evolve in line with industry demands.

“XTRF is a comprehensive solution for a professional translation agency such as ours. All the departments will be able to use one integrated platform.”

The solution

Mapping years of experience into a stable platform

Rather than starting from scratch, Global Textware worked closely with the XTRF team to map more than 25 years of internal processes into the system. This approach allowed them to retain the ways they collaborate with clients and vendors, while replacing fragile custom code with a stable platform.

Core activities such as quoting, invoicing, project management, HR, and vendor management were brought onto one system. Translation workflows were automated, and client integrations helped standardise processes that had previously required manual intervention.

By consolidating these functions, Global Textware reduced complexity across the business. Teams no longer needed to maintain or patch outdated code, and everyday work became easier to manage across departments.