Enhancing efficiency through automated translation workflows
As Avantpage expanded, manual processes and complex workflows were consuming valuable project management time. XTRF helped automate repetitive tasks, centralize project data, and provide visibility into every project stage—enabling faster turnaround, consistent results, and scalable operations.
Case study
How Avantpage modernized operations to deliver faster, more reliable projects.
About Avantpage
Avantpage is a mission‑driven language service provider dedicated to helping organizations communicate effectively across linguistic and cultural barriers. Founded in 1996, the company has nearly three decades of experience supporting clients in healthcare, government, life sciences, and other regulated industries with high‑quality translation, interpretation, localization, and accessibility services. Avantpage works in more than 150 languages, combining advanced technology with expert linguists to deliver culturally appropriate, accurate language solutions that improve access to essential services for diverse audiences, including immigrant and limited‑English‑proficiency communities.
Industry: Localization and translation
Founded: 1996
Intro
This case study explores how the Californian translation agency Avantpage regained control of their daily schedules with the implementation of XTRF. It also provides insight into the company’s time-saving strategies and highlights the tools that proved most effective for their operations.
Why XTRF by XTM
Time is money in language services
5% of a full-time employee’s year.
That’s what we at Avantpage hoped to save by using XTRF to streamline their translation process.
"As the complexity of our projects began to increase, so too did our project management costs. The time our team had once spent working directly with clients to iron out any issues was now reserved for data entry and other repetitive manual tasks. With no sign of this trend letting up, it soon became clear that we needed to get our hands on a software solution that would both free up time for revenue-driving activities, and boost business efficiency.”
- The Avantpage Team
Financial automation means more freedom
The platform’s macro integration capabilities were reported to have saved Avantpage approximately a full day each month on invoicing alone. By automatically importing data from the accounting system, invoices could be generated with a single click, significantly reducing manual effort.
“Since our clients’ needs can vary these days greatly, with some requesting invoices for each individual project, the use of macros has also proved useful in terms of organization. What’s more, automating invoice creation has also minimized the risk of human error.”
- The Avantpage team
Copy and paste is history (or almost!)
Another feature that helped improve processes at Avantpage was the use of smart folders. This tool allowed project managers to create projects automatically using predefined workflow templates.
While certain project-specific details occasionally still had to be entered manually, XTRF largely eliminated the need for hours of copying and pasting client instructions, saving significant time and reducing repetitive tasks.
Custom workflows for all occasions
There was no one-size-fits-all approach for managing projects from multiple clients. Each client had specific requirements that needed to be addressed through customized project workflows.
XTRF enabled The Translation Team to create workflow templates that could be reused for new projects. Over time, the team compiled a comprehensive library of templates covering a wide range of client scenarios, significantly speeding up project setup and preparation. Previously, all of this work had been carried out manually on a project-by-project basis via email.
CAT tools rule
One of the biggest time-saving features for Avantpage was the XTM connector. By integrating their preferred CAT tool into XTRF, the team reportedly saved over sixty-two working hours each month. In addition, this integration helped reduce turnaround times and ensured compliance with tight project deadlines.
The Avantapge Team, said:
“We estimate to have saved approx. 1,000 per year or around 80 hours saved per month.”
This increased efficiency did not mean that the Avantpage team became idle. Instead, project managers gained more capacity to provide clients with personalized support and respond to inquiries quickly. With XTRF updating its platform almost weekly, the team anticipated further opportunities to reduce time spent on routine tasks and enhance overall workflow efficiency.
Resources for software localisation teams
See how XTRF keeps translation projects moving at speed
Explore XTRF with a free trial to optimise your localisation workflow, or book a demo to see how it fits your project management environment.