Workflow automation for business management

    Translation businesses waste 40% of their time on manual tasks. XTM’s workflow automation platform connects every part of your operation, from project creation to final payment, so you can focus on growing your business instead of managing it.

    XTRF - Process workflow

    Trusted by teams at over 1,000 of the world’s leading organisations

    Cut project admin with project automation tools

    Remove repetitive tasks, speed up delivery, and give teams more time to focus on quality.

    • Single arrow - lavender
      Eliminate repetitive setup work
    • Eliminate repetitive setup work

      Stop rebuilding the same workflows. Smart process templates automatically define steps, assign vendors, route files, and set deadlines the moment a new project begins.

      XTRF - Workflows & process management - Process template

      Find the right linguist instantly

      Avoid vendor chasing with automated assignment rules that match qualified translators to projects and cascade offers to backups when needed.

      XTRF - Smart vendor matching - Job offers

      Calculate realistic project timelines

      Let XTM determine accurate delivery dates using file size, vendor capacity, and availability data so every deadline is realistic and achievable.

      XTRF - Smart vendor matching - Vendor selection rules

      Create quotes and invoices faster

      Automate cost calculations, vendor POs, and client invoices. Payments update as work progresses, giving finance teams full visibility without manual input.

      XTRF - Financial management - Vendor invoice
    • Single arrow - lavender
      Find the right linguist instantly
    • Eliminate repetitive setup work

      Stop rebuilding the same workflows. Smart process templates automatically define steps, assign vendors, route files, and set deadlines the moment a new project begins.

      XTRF - Workflows & process management - Process template

      Find the right linguist instantly

      Avoid vendor chasing with automated assignment rules that match qualified translators to projects and cascade offers to backups when needed.

      XTRF - Smart vendor matching - Job offers

      Calculate realistic project timelines

      Let XTM determine accurate delivery dates using file size, vendor capacity, and availability data so every deadline is realistic and achievable.

      XTRF - Smart vendor matching - Vendor selection rules

      Create quotes and invoices faster

      Automate cost calculations, vendor POs, and client invoices. Payments update as work progresses, giving finance teams full visibility without manual input.

      XTRF - Financial management - Vendor invoice
    • Single arrow - lavender
      Calculate realistic project timelines
    • Eliminate repetitive setup work

      Stop rebuilding the same workflows. Smart process templates automatically define steps, assign vendors, route files, and set deadlines the moment a new project begins.

      XTRF - Workflows & process management - Process template

      Find the right linguist instantly

      Avoid vendor chasing with automated assignment rules that match qualified translators to projects and cascade offers to backups when needed.

      XTRF - Smart vendor matching - Job offers

      Calculate realistic project timelines

      Let XTM determine accurate delivery dates using file size, vendor capacity, and availability data so every deadline is realistic and achievable.

      XTRF - Smart vendor matching - Vendor selection rules

      Create quotes and invoices faster

      Automate cost calculations, vendor POs, and client invoices. Payments update as work progresses, giving finance teams full visibility without manual input.

      XTRF - Financial management - Vendor invoice
    • Single arrow - lavender
      Create quotes and invoices faster
    • Eliminate repetitive setup work

      Stop rebuilding the same workflows. Smart process templates automatically define steps, assign vendors, route files, and set deadlines the moment a new project begins.

      XTRF - Workflows & process management - Process template

      Find the right linguist instantly

      Avoid vendor chasing with automated assignment rules that match qualified translators to projects and cascade offers to backups when needed.

      XTRF - Smart vendor matching - Job offers

      Calculate realistic project timelines

      Let XTM determine accurate delivery dates using file size, vendor capacity, and availability data so every deadline is realistic and achievable.

      XTRF - Smart vendor matching - Vendor selection rules

      Create quotes and invoices faster

      Automate cost calculations, vendor POs, and client invoices. Payments update as work progresses, giving finance teams full visibility without manual input.

      XTRF - Financial management - Vendor invoice

    Eliminate repetitive setup work

    Stop rebuilding the same workflows. Smart process templates automatically define steps, assign vendors, route files, and set deadlines the moment a new project begins.

    XTRF - Workflows & process management - Process template

    Find the right linguist instantly

    Avoid vendor chasing with automated assignment rules that match qualified translators to projects and cascade offers to backups when needed.

    XTRF - Smart vendor matching - Job offers

    Calculate realistic project timelines

    Let XTM determine accurate delivery dates using file size, vendor capacity, and availability data so every deadline is realistic and achievable.

    XTRF - Smart vendor matching - Vendor selection rules

    Create quotes and invoices faster

    Automate cost calculations, vendor POs, and client invoices. Payments update as work progresses, giving finance teams full visibility without manual input.

    XTRF - Financial management - Vendor invoice

    Discover everything business management can do for you

    Our translation business management system gives you the visibility, automation, and control to manage every aspect of localisation — from vendor collaboration to financial reporting — all in one platform.

    XTRF - Calendar & resource scheduling

    Operations teams love XTM

    See why project managers, vendor coordinators, and finance teams choose XTM to automate their daily tasks.

    • “The XTM team was able to go out of their way to create a tailored solution for us, and we’re looking at introducing even more automation in the future. The fact that they are localization experts makes a big difference as they truly understand our needs.”
      Deepak Nagabhushana

      Deepak Nagabhushana

      Staff Localization Project Manager, GoTo
    • "XTM forms a big global ecosystem of seamlessly connected accounts to which thousands of users connect daily. Overall, the result is better quality with fewer resources."
      Vincent Rigal

      Vincent Rigal

      CAT Tools Products Owner, Acolad
    • “XTM stood out because it made it possible and easy for all our freelancers to work on a single, centralized platform. This enables us to monitor progress, and after the completion of a job, we can easily allocate that license to another vendor. This makes my daily tasks a lot easier, and I can focus on other value-added tasks.”
      Elisabeth Feulner

      Elisabeth Feulner

      Project Manager, Allround Service
    • “With XTM, we can now offer all customers across the world the same level of support and access to every new product we launch more quickly while reducing costs and errors, and ensuring consistency across all content.”
      Dominic-Pemberton 1

      Dominic Pemberton

      VP of Content, RS Group
    • “There’s no way we could be running the same operations today if we didn’t have the right tech stack in place.”
      Alex Katsambas

      Alex Katsambas

      Senior Head of Localization Services, FARFETCH
    • “We had a phenomenal setup with our content management system feeding automatically into and out of XTM. Now we’re able to harness the very best of both machine translation and human editing for outstanding cost efficiency.”
      Ronald-Egle-Ariel

      Ronald Egle

      Content Systems Administrator, Ariel Corporation
    • “XTM has become an integral part of our translation workflows, enabling us to deliver high-quality services to our clients efficiently and effectively.”
      Daniela Gorry

      Daniela Gorry

      Operations Director, Translations at THG Fluently – Ingenuity Commerce
    • “One of the delightful functionalities of XTM is its custom analysis templates, which can extract content from any complex source file format, like Java, send it for translation and then convert it back to its original format upon completion of the work.”
      Deepak Nagabhushana

      Deepak Nagabhushana

      Staff Localization Project Manager, GoTo
    • “Since implementing XTM, the volume of translated words for our most frequent language pairs has increased by approximately 10%. This wouldn’t have been possible without all the added automation a TMS provides.”
      Elisabeth Feulner

      Elisabeth Feulner

      Project Manager, Allround Service
    • “We needed to regain control over our assets and localization processes. XTM allowed us to reduce turnaround times, lower costs, and gain full control over our translation memory.”

      Caoimhse McGrath

      Translation Center of Excellence Program Manager, Johnson Controls
    • “Reducing turnaround times and controlling costs allow us to reach our customers faster and more efficiently. With full control over our translation memory, we ensure that every term, particularly industry-specific ones, are translated with accuracy and consistency.”

      Caoimhse McGrath

      Translation Center of Excellence Program Manager, Johnson Controls
    • “XTM has been instrumental in streamlining our language solutions at THG Fluently – Ingenuity Commerce. With centralized resources, improved project visibility, and enhanced communication management, we have achieved greater productivity, cost savings, and client satisfaction.”
      Daniela Gorry

      Daniela Gorry

      Operations Director, Translations at THG Fluently – Ingenuity Commerce
    • Goto
    • Acolad
    • Allround Service
    • Group
    • farfetch
    • Ariel
    • THG Fluently
    • Goto
    • Allround Service
    • Johnson Controls
    • Johnson Controls
    • THG Fluently

    Numbers that speak for themselves

    Businesses using XTM see faster turnaround times, fewer errors, and consistent quality across languages and channels.

    50 %

    Reduction in translation errors

    42 %

    Cost savings with machine translation

    90 %

    Faster time-to-market

    Connect with tools you already use

    Link your existing business applications to create seamless workflows across every department.

    GitHub
    Figma
    Slack
    Gemini
    ChatGPT
    Akeneo
    Acolad
    DitaToo
    Adobe Experience Manager
    Amazon Translate
    Crosslang
    Alfresco
    Notion
    Language Weaver
    Applanga
    Microsoft Office SharePoint
    Contentstack
    Azure Repos
    CaptionHub
    Lingo 24
    Marketo
    Crownpeak
    Microsoft Translator
    Author it
    Muldrato
    Bitbucket
    Shopify
    Jira
    GitLab
    DeepL
    Drupal
    GitHub
    Easyling
    Optimizely
    Microsoft_Office_Excel
    Geofluent
    MindTouch
    Google Drive
    Google Translate
    Azure Devops
    Heretto
    Oneliner
    DitaWorks
    Kontent AI
    Intento
    Ixiasoft
    KantanAI
    Xperience Kentiko
    Omniscien Technologies
    Hubspot
    Oracle
    Plunet
    Ovitas
    Rigi by XTM - primary
    Contentful
    Zendesk
    WordPress
    RSuite
    Salesforce
    SAP_2011_logo
    Schema ST4
    SDL Trados
    Teamsite Opentext
    Servicenow
    Sitecore
    Tridion
    Systran
    transifex_symbol_blue
    SmartMate
    Veeva Vault
    Walkme
    XTRF by XTM logo

    Frequently asked questions

    How does the cascading job offer feature work?

    When your first-choice vendor declines a job or doesn't respond within your set timeframe, the TBMS automatically sends the offer to the next qualified translator on your list. This process continues until someone accepts the job, which means no more manual follow-ups or project delays while you hunt for available linguists.

    How does automated scheduling calculate project deadlines?

    The scheduling engine considers multiple factors to set realistic deadlines. It looks at the volume of work like word count, checks the assigned vendor's productivity levels that you've defined, and reviews their current availability in real-time. This creates accurate timelines that vendors can actually meet instead of unrealistic rush jobs.

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    What external systems can we connect through Zapier integration?

    Popular connections include Slack and Microsoft Teams for instant project notifications, Google Workspace or Office 365 for calendar syncing, and CRMs like Salesforce or HubSpot to trigger workflows based on customer activity. The possibilities are nearly endless.

    Can smart process templates handle different types of translation projects?

    Yes, you can create multiple templates for different project types, languages, or clients. Each template saves your preferred workflow steps, vendor assignments, quality checks, and file routing rules. Whether you're handling legal documents, marketing content, or technical manuals, the right template applies automatically when you create new projects.

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    Ready to automate your translation workflow?

    Stop losing time on manual project management tasks. Our translation business management system connects every part of your business so you can handle more projects with less effort while improving quality and profitability.