Quote requests in one form
Clients enter word count, language pair, deadline and document type, and see a price before they upload.
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Customer Self-Service App for Translation Agencies
A customer self-service app for translation agencies lets clients request a quote, upload source files, approve a proof and download a certified translation without waiting on an email reply. SIZ Group builds it for iOS and Android, with file handling that keeps legal and medical documents apart from everything else.
01
Where a translation order waits for a quote, a file or a proof
A translation order can wait at three points. The client sends a scanned image, and the project manager has to request a clean copy before counting words. The quote goes out after the client has moved on, because the request arrived on a Friday afternoon. Then the proof sits unread while the client's counsel is traveling.
Clients experience each wait as a risk to their own deadlines. An immigration attorney needs a certified birth certificate translation before a filing date, an admissions office needs transcripts by a fixed day and a software company wants its localized strings reviewed before a release. A portal that shows quote status, file checks and the proof queue removes most of the back and forth.
02
What the customer experience lead needs proven before sign off
The customer experience lead will ask whether clients can finish a standard order without help, and whether the agency's staff spend less time answering status emails. Before launch, agree on a few checks: how many quote requests arrive complete the first time, how many files need a re-upload and how many proofs are approved within two working days.
The lead also needs to see how the app handles sensitive documents. A medical record or a court filing should travel in a restricted area, carry a visible confidentiality label and never appear in a shared project list that other clients can browse.
- A quote form that asks for word count, language pair and deadline
- File checks that flag scanned images and unreadable pages at upload
- A proof approval step with a clear deadline and a reminder
- Restricted storage for legal, medical and immigration documents
03
The first release: which features earn their place first
Begin with the quote form, the upload with checks and the proof approval step. Those three remove most of the manual back and forth, and each can be tested with a few real client orders before the rest is built. Certified translation downloads come next, since they depend on the attestation wording your linguists use.
Glossary sharing, translation memory dashboards and client-specific style guides can wait. Each is useful, but each adds data handling and training for the team. We would test them first with the three or four clients who place the most orders.
What you get
Key features
Upload checks
Scanned pages that are unreadable or cut off get flagged while the client is still on the upload screen.
Proof approval
Clients review each proof in the app, approve it or request a change, and every decision is time stamped.
Certified downloads
Final files and certificates of accuracy download from a restricted folder, with a record of each download.
04
A certified translation order from upload to download
Picture an immigration attorney ordering a certified translation of a marriage certificate for a client's filing. The attorney uploads a clear scan, selects the source and target language and sees a quote with a delivery date. The app flags one page as too dark to read, and the attorney replaces it before submitting.
The project manager accepts the order, assigns a linguist who has handled that document type and sends a proof to the attorney. The attorney approves it from a phone between hearings, and the app records the approval with a timestamp. The certificate of accuracy is attached to the final file.
The attorney downloads the translation from a restricted folder and forwards it to the client. The order closes, the invoice is created from the quote, and the next order reuses the same approved names and terms as the first.
05
Seasonal peaks in translation work and how the app should handle them
Translation demand follows several calendars. Admissions offices request transcripts in the winter, immigration filings rise ahead of renewal dates and product teams push localized releases before the holiday retail season. A quiet August can be followed by a rush of legal work in October, and the app has to handle both.
During peaks, the app should keep messages short and specific. A client with a filing deadline should see the expected delivery date and a direct route to the project manager, while a client on a slower schedule can receive a weekly summary. Rush surcharges should appear in the quote before the client confirms, not after delivery.
06
Rolling it out with clients and the project team
Begin with two or three high-volume clients who already send orders by email. Ask them to place a test order alongside their usual route, then compare time to quote and time to first proof. Project managers should run the same test internally so they know how each status change reaches the client.
Clients adopt the app when it removes a question they would otherwise email. Send a short welcome note with a sample quote, explain how the file checks work and keep the first message brief. Post-launch support is available to adjust forms and notices as the client list grows.
- Test one live order alongside the current email route
- Compare time to quote and time to first proof for each test client
- Run the same walkthrough for the project team before clients see it
Can clients who work in other languages use the app?+
Yes. The app can be offered in the languages your clients use most, starting with the interface and the notices. Have your own linguists check those translations, because a mistranslated legal notice causes more trouble than it prevents.
How do you handle confidential documents?+
Medical, legal and immigration files go into restricted storage with limited access, and each download is logged. Staff see only the orders assigned to them, and the access rules follow the agreements you sign with each client.
Will the app support certified and notarized translation?+
It can record which certification statement applies to each order and route notarized requests to a named staff member. Where a state or agency has specific rules, we confirm the wording with your team before it goes into the app.
What does the project cost?+
Pricing for mobile apps begins at $4,500. The final cost depends on the quote logic, the file types you accept and any link to your project management system, and it is confirmed in writing after the free scoping call.
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Let's make it happen
Let clients order without the email chain
Call +1 254 323 2698 or write to info@sizgroup.com for a free scoping call. A written scope and price come back before any work is scheduled.