Translation agency CRM: the fastest on the quote, the most reliable on the deadline
Translation agency software, program and CRM on one platform: Translation agency job tracking software, customer management software and sales automation with WhatsApp.
The same document goes to five agencies at once, and the first one to reply wins the job. Let the chatbot handle inquiries that arrive at night and send quotes in minutes with templates; deadline tasks and notary certification steps sit in the panel, and customer conversations stay in one inbox across 8 languages.
Which CRM software should be used for Translation agency? ÖzgürKod is a CRM for Translation agency businesses: Chatbot replies to inquiries that arrive at night, PDF quotes in minutes, deadline tasks and certification steps; your translation operation in one panel. Setup takes minutes; try it free for 7 days.
The familiar challenges of translation agencies
This business is won on two things: fast quotes and deadlines that never slip. Neither can be managed across scattered channels.
Losing the race on quotes
The customer sends the same file to four or five agencies at once, and the first reasonable price wins the job. When an after-hours inquiry is answered the next morning, the customer has already signed with another agency.
Deadline pressure doesn't fit on a whiteboard
Which job is due for delivery today, which one is in editing, and which translator has which file — a wall board and Excel can no longer keep up. One late delivery pushes a long-standing corporate client to look for alternatives.
Certification steps go untracked
The translation is done, but the job is not: sworn stamp, notary queue, apostille, courier. When one of these steps is forgotten, the client is left at the door saying "I was supposed to pick it up today" — and even if the delay did not come from the translation, the blame lands on your agency.
Pricing gets lost in the back-and-forth
Character count, language pair, urgency, certification — every quote is calculated from scratch, and the price you quoted stays in an email or gets negotiated on WhatsApp. By the time you realize you gave the same client two different prices, trust has already taken a hit.
Translator coordination lives in group chats
Which freelance translator was assigned the job, when the file was received, when it went to editing — all of it happens in WhatsApp groups. A file sent to the wrong group or a missed delivery message stops the whole operation.
Corporate receivables sit in Excel
At month end, how much each corporate client owes, which jobs were invoiced and which are still pending — the answers are scattered across spreadsheets. Uncollected jobs turn into surprises at month close, and cash flow becomes impossible to forecast.
What does ÖzgürKod do for translation agencies?
Scenarios that fit your agency's workflow, from the second a request arrives to delivery and payment collection.
The seven steps of a translation job, from request to delivery
- Let a 24/7 chatbot handle requests that come in at night: it collects the language pair, document type and deadline, then hands the conversation over to you — wake up to a ready-made brief
- Send quotes in minutes with a PDF template; track your quotes in TL/USD/EUR/GBP through a status flow (Sent → Approved/Revised) so no quote goes unanswered
- Turn every job into a task card: translation → editing → sworn stamp → notary → courier checklist, with deadline notifications and a view of overdue jobs so no deadline slips
- Have messages from overseas clients translated automatically; reply in the client's own language with ready-made templates in 8 languages, including English, German, Arabic and Russian
- Log jobs in the orders module: track source (WhatsApp, web, phone), operational status and payment status separately, and see payment terms and current account tracking for corporate clients in reports
- Let AI classify incoming messages as "price inquiry"; see the estimated job value from conversation analysis and turn to the big job first on a busy day
Every request that comes in via WhatsApp, Instagram, a web form or phone becomes a card with a source tag; outside business hours, the chatbot collects the language pair, document type and deadline.
The calculated price is sent in minutes using a PDF quote template; quotes for overseas clients are prepared in USD/EUR, and every price you quote stays recorded on the card.
An approved quote becomes an order record; the job is assigned to the right translator, and operational and payment status are tracked separately.
The checklist on the job card is ticked off as work progresses; files are attached to the card, deadline notifications alert the team, and any overdue step appears in the overdue jobs view.
Sworn stamp, notary, apostille and courier steps are each closed out in the checklist; the client gets a "ready" notice with a one-click quick reply template.
For individual clients, the payment is recorded instantly; for corporate clients, payment terms and installments are tracked, AI detects incoming payment receipts, and the foreign currency report brings overseas jobs together.
The client loyalty report shows who sends regular work and who has drifted away; during student document and trade fair seasons, you send campaigns to the relevant segment.
Not from a personal phone, but from the business line
Don't let Customer messages get lost on employees' phones; the line belongs to the business, the history belongs to the CRM.
In minutes with a QR code, or with the official WhatsApp Cloud API. You can keep using the WhatsApp Business app on your phone and connect the same number to the CRM at the same time (coexistence).
The chatbot answers common questions and collects customer information; a member of your team takes over the conversation whenever you want.
Send an announcement or reminder to the customer group you choose with a Meta-approved template; see how many people it reached and how many read it.
Auto-reply to a “price?” comment on your post and send the details by DM; the person who commented also lands in the inbox.
Don't track everything yourself; let it tell you what matters
It reads messages, surfaces who is waiting for a reply and what's at risk, and starts your day with a summary.
Know who to get back to first
- Message analysis: urgency, satisfaction, buying intent and risk; complaints and urgent requests are separated.
- Awaiting reply: unanswered conversations and messages requesting an appointment in one list.
- Today's tasks: a short morning summary showing who you need to follow up with that day.
- Ask a question: type questions like “How many new customer came in this month?” and get answers from your data.
AI features run on accounts with AI analysis turned on; when it's off, messages, appointments and follow-ups run on rules.
Messages, quote, payment collection and your team — in one account
When a customer writes, their history, open quote and balance are on the same card. You don't need to make your team install a second app.
Customer cardMessages, appointments, quotes, payments and notes on one card; even if the team member changes, the history stays with the business.
Team and permissionsAssign records to team members; if you want, each person sees only their own customers.
Track it from ad to customerLeads from Meta ad forms land in the record together with their source.
Full power on your phoneThe panel is mobile-friendly; reply to a message, reschedule an appointment, add a note from your phone.
The tools you need in one place
Click any one to explore it in detail.
Unified inbox
WhatsApp, Instagram DMs and comments, Messenger, Telegram, TikTok and web chat on one screen.
Appointments and reminders
An online booking page, WhatsApp reminders, and a calendar that updates with “Coming / Cancel / Another time” replies.
Lead Pool and sales process
Track leads by temperature and stage, so you never miss a record whose follow-up date has passed.
Quotes and deals
Prepare an itemized quote in minutes, send it as a PDF, and track its status.
Payments and payment collection
Deposit, partial payment and balance; see who owes how much on their card.
Team task tracking
Assign work to a person, slot it into their free time, and catch overdue work with a notification.
Chatbot
24/7 answers to common questions, information collection and handover to your team.
WhatsApp campaigns
Bulk messages to the group you choose with an approved template; delivered and read tracking.
Metrics and reports
New leads, response times, won and lost records on a single dashboard.
Product and service catalog
Enter your services and prices once; use them in quotes and in chat.
Wherever your Customer write from
Messages from every channel land in the same inbox; the conversation is assigned to one of your team members and merges into the customer card.
- WhatsAppCloud API or QR
- InstagramDMs and comments
- MessengerYour Facebook page
- TelegramYour Telegram bot
- TikTokDM
- Web chatThe widget on your site
- Meta ad formsWith the ad source
Connect Telegram with your own bot token, Instagram and Messenger with your Meta account, and WhatsApp with a QR code or via the Cloud API. Unified inbox →
What should you look for when choosing a CRM for Translation agency?
Before you decide, evaluate your candidates against these 5 criteria.
5 criteria
- A module ready for your industry. Instead of adapting a generic CRM for months Translation agency choose a system that is ready on day one for your workflow (record fields, tags, reminder templates).
- WhatsApp and Instagram integration. In Turkey customer most communication comes through WhatsApp and Instagram; a CRM that does not offer a unified inbox through the official API leaves half the work outside.
- Automatic reminders and follow-up. Appointment, payment and repeat reminders should live in the system, not in memory; every missed reminder is lost revenue.
- Turkish-language support and TL pricing. Dollar-based foreign tools carry exchange rate risk and an English-only support barrier; TL pricing and Turkish-language setup support make total cost predictable.
- Free trial and cancellation without commitment. Try it with your own data before you decide: choose a solution that requires no credit card, offers at least a 7-day free trial and can be canceled whenever you want.
Translation agency program, software or CRM?
Most business owners search for the solution they need as “Translation agency program,” “Translation agency software,” “Translation agency job tracking software” or “Translation agency customer management software.” “CRM” is the international name for this solution, and the need is the same: keep customer information in one place, never miss a request, and bring order to your work.
As a Translation agency automation, ÖzgürKod gathers customer messages from WhatsApp, Instagram and the web in one panel and handles quote and payment collection tracking on the same screen. We also cover industry-independent selection criteria in our CRM software selection guide.
Method comparison for Translation agency
Notebook/Excel, a general-purpose CRM and ÖzgürKod side by side.
| Criteria | Notebook / Excel | General (foreign) CRM | ÖzgürKod |
|---|---|---|---|
| Mesajlar | Scattered across phones | Mostly an extra module or extra fee | WhatsApp, Instagram and web in one inbox |
| Reminders and follow-up | Left to memory | Needs setup and integration | Follow-up date, notification and tasks ready |
| Customer history | Between notebook, phone and email | Yes, with generic fields | On one card: messages, quote, payments, notes |
| Teamwork | It’s unclear who is handling what | Extra cost per user | Assignment, tasks and record-based permissions |
| Language and pricing | — | Usually $ pricing, English support | TL pricing, local support in Turkish |
| Starter | Invisible cost in time | Long setup, exchange rate risk | 7-day free trial |
Starts at 2.500 ₺ / month
7-day free trial · No setup fee · Upgrade your plan any time
Every message answered late is an opportunity handed to a competitor.
If your average sale is ₺4,000: the monthly cost of your subscription is not even a single sale.
Frequently asked questions
Have another question? Write to us and we’ll look at your workflow together.
What is a CRM for in a translation agency?
It protects the two moments a translation agency wins or loses: the moment a quote is sent and the moment delivery is completed. Requests from all channels come together in one inbox, the chatbot gives the first reply outside business hours, quotes go out in minutes with a PDF template and are tracked through a status flow. Every job moves through a task card with translation, editing, certification and courier steps. Who is working on which job, which delivery is due today, how much each client owes — it is all on one screen.
How do we become the first agency to respond to requests that come in at night?
The chatbot you build with the visual flow builder runs 24/7: it collects the source and target language, document type, page count, and deadline, then hands the conversation over to a person. AI classifies the incoming message as "price inquiry," so when you log in in the morning, the brief is ready. You send the price within minutes using a quick reply template or a PDF quote. While your competitors are still reading the request, you have already sent the quote.
How does deadline tracking work?
Every job is a task card: the due date, the assigned translator, the checklist steps (translation → editing → certification → delivery), and attached files all live on the card. When the deadline approaches, a notification goes out; overdue steps gather in the overdue jobs view, so at a glance in the morning you see which job is at risk. Switch between board, list, and card views to plan the day by translator or by deadline.
Which languages can I use to communicate with overseas clients?
Incoming messages are translated automatically; you reply with ready-made templates in 8 languages: Turkish, English, Arabic, German, French, Russian, Spanish, and Italian. An important honesty note: this feature is for your client correspondence; it does not replace your document translation work, which is your expertise. On the quote side, you can price for overseas clients in their own currency with support for TL, USD, EUR, and GBP; the currency report shows the total of these jobs.
We work with freelance translators; how does team coordination work?
You assign the job to the translator as a task: file attachments are on the card, the due date is clear, and the deadline notification also goes to the translator. You can assign manually or distribute in turn with round-robin. With role-based permissions, the translator sees only their own jobs; client details and prices can stay hidden from them. When the translator delivers, the checklist is checked off and the editing step begins. The "where's the file" traffic in WhatsApp groups moves into the panel.
Can I track the current accounts of corporate clients?
Yes. Each job's operational status and payment status are tracked separately; for corporate clients you define payment terms for end-of-month bulk collection and record partial payments. AI detects the submitted payment receipt, and you post it to the record. The payment collection report shows how much is outstanding per client; you send reminders to those overdue with one click using a template. ÖzgürKod does not process online payments; it keeps a complete record and tracking of collections.
Translation agency software and CRM the same thing? Which one is ÖzgürKod?
In practice they describe the same need. Businesses usually search for "Translation agency software", "Translation agency software", "Translation agency job tracking software“ or “customer management software”; “CRM” is this solution is the international name. ÖzgürKod delivers all of these names on one platform: customer communication, appointments, quotes and orders, payment collection and reporting are all in one place. So whatever term you search with, the solution you reach is the same; you don’t need to set up separate software.
Solutions for similar businesses
Win the next quote race
7-day free trial, no credit card required. Set up your chatbot and quote template on day one; by the end of the week, see in the report how many requests you answered and in how many minutes.