Frequently Asked Questions - Rulingo for Agencies

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1. What is Rulingo?

It is a cloud platform for managing a translation agency business designed with the peculiarities of this activity taken into account.

Rulingo takes upon itself routine tasks in dealing with translation jobs: taking orders, counting characters, estimating costs, notifying about project statuses ('new', 'estimated', 'done', etc.).

The entire history of orders, correspondence with customers and invoices are stored in one place in a cloud, which makes it possible to avoid tying it all to one manager, computer or e-mail account. All workgroup participants have access to the texts, correspondence and payments of a particular translation job: the customer, the manager, the vendor.

As a matter of fact, Rulingo offers you to delegate some part of the agency routine to other participants in the process – customers and vendors. Personal accounts are used for that. Customers themselves create orders, track how they are executed, communicate with managers. Vendors also have access to the system – they communicate with managers and upload translation results themselves.

Rulingo automates routine operations, saves managers' time and minimizes human errors.

2. It is not cheap to use Rulingo. Our managers process orders and communicate with vendors via e-mail – and that is for free.

Rulingo's plan for agencies starts from $53 per month. It includes the optimization of all routine tasks for the company – from accepting new orders to issuing invoices.

The work of agencies employing more than one manager is usually carried out through the use of one common e-mail account. All managers check it for new messages because orders from regular customers and requests from new ones are sent to it.

It is impossible to avoid confusion in such a system. One manager may mark a message as read but forget to reply to the customer. Another one may fail to send new requirements from the customer to the vendor on time. It gets more complicated if an agency accepts orders and comments from customers via other communication channels: in Skype or mobile messengers.

Another problem is heavy files. Sooner or later agencies have to find third-party file hosting services to send its customers orders or to store translated jobs.

Finally, the traditional system confuses estimates. In the course of translation, new requirements appear and it has to affect the cost. The agency receives new orders at the same time. It is much more convenient to estimate it all in one place instead of collecting figures in multiple Excel files.

An agency can test the system free of charge for one month to see that it makes sense to implement Rulingo.

3. Our customers contact managers directly. New customers use the feedback form on the site. Why would they need to get used to another procedure?

Customers will easily get used to it and they will thank you for that. Rulingo allows them to keep the entire process under control and saves their time.

Rulingo offers your customers their own portals. Sending a text for translation, your customers will not have to inquire about the costs and deadlines. They just log into their personal accounts and upload new texts. The service automatically estimates the preliminary costs and predicts the deadline. Customers can ask managers questions in comments and track the statuses of their orders in the feed (this information is also sent via e-mail).

One can see previous orders, issued invoices and message history on the portal. The new feature that automatically selects vendors will become available soon.

4. Not every customer sends correct translation requirements at first. What do we do if the requirements change during the process?

When a manager communicates with a customer via e-mail, exchanging messages may take several days ("Re[34]: final corrections"). The customer sends the first version of the text for evaluation, changes it during the process and asks you to rewrite 'these three paragraphs' after the translation is completed. Sometimes it is quite difficult to track changes, promptly forward them to the vendor and adjust the cost.

Automated order cost estimation, deadline calculation and comments solve these problems in Rulingo. Correspondence with customers and all changes are stored in managers' personal accounts.

5. We already have a website and we have no resources to support another one.

If you are satisfied with the site you already have, just publish the Rulingo order form on it. It is enough to add two strings of code for that.

The Rulingo form looks like a standard one that most agencies use. The difference is that new orders are uploaded to the system right away in Rulingo, all managers have to do is evaluate them (using the automated evaluation feature) and send them to vendors.

For comparison, a simple order form just sends submitted data to the shared e-mail account. Many agencies do not even have that kind of form – they just use an e-mail address publishing it in the 'Contacts' section.

Unlike most translation agency sites that have some basic company information on them, Rulingo offers a full-featured portal that automates the way translation jobs are processed.

6. It's all very interesting. How do we connect our agency to Rulingo? Will we have to deploy new software on all computers?

There is no need to install new software. Visit http://www.rulingo.ru/, select the 'Agency' registration form and create your own cloud office. You will be able to add managers, specify available services and rates in your personal account.

It is really easy to integrate it with the site of your agency – it is enough to add two strings of code.

When you start working with a new customer, you send the customer a link either to your site or to the Ruligo account. Managers can also create new orders in the system manually.

Your employees can log into the system from any device that has access to the Internet. Rulingo makes them no longer tied to a workplace, an office or a particular computer. They do not work at a personal computer, they work in a cloud and it stores the order history, correspondence with vendors and customers, issued invoices.

7. Are there any other services like that? Why do we need Rulingo in particular?

Most agencies still work with e-mail and Excel and only some of them migrate to specialized software products.

There are some cloud solutions for translation agencies. What differs Rulingo from its competitors is the simplicity of integration (no need to employ a team of IT specialists to deploy the product), its low cost, its easy-to-use interface, a portal for customers and a portal for vendors, collaborative work, job placement widget, website builder.

8. How do we get started with Rulingo?

Just click the button below.

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