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Introduction
XTM offers Cloud includes a robust costs module that technically covers the whole entire scope of the project translation process in our application. Since it It is quite extensive and allows for applying varied configurations (as well as enables a wide variety of configurations to be applied. It also takes into account different cases), depending on clients' needsclient needs. For this reason, let’s focus on those aspects that are essential for the costs module to work at all.
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Getting started
Billing currency & Exchange rates
The adventure with XTM costs should be commenced in To start learning about the way costs are managed in XTM Cloud, begin with this place: Configuration → Data → Estimates → Exchange rates (administrative privileges required!).
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System billing currency → This is one of the first things we need to set up in the XTM Cloud instance. The Linguists in XTM Cloud to whom we will be allocating translation tasks may might want to be paid in different currencies , so it is necessary to establish a proper valid billing currency that . XTM Cloud will use it to calculate costs in accordance with an exchange rate.
Rate card currency → In case If linguists have a different currency in their rate cards (more on them later in the later part of this article), this is the section where in which you need to find out what currencies your linguists are going to use, add appropriate rate card currencies and, in the Billing currency section, fill enter a suitable exchange rate in the field with a proper exchange rate. If you do not specify a certain particular currency that is in use, costs for that particular user will fail to generate.
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If all the linguists happen to have the same currency as your System billing currency, then you do not need to add anything in Rate card currency. |
Chargeable workflow steps
You need to specify workflow step(s) that should be chargeable in your project by selecting the appropriate checkbox. However, first of all, you need to activate such a possibility in you must first activate the function that enables this to happen. To do so, select Configuration → Data → Estimates → Cost settings → Cost settings → Show Chargeable checkbox in Workflow Editor.
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IMPORTANT! If the this checkbox is not enabled selected in the global configuration, then all workflow steps except for Automatic steps will be set as chargeable by default. |
Rate cards
XTM Cloud has a highly flexible rate card function that supports billing in a defined currency. Those These rate cards are yet another prerequisites prerequisite for the future generating generation of costs. ThereforeFor this reason, our next step is to configure rate cards for active users. This is done in To do so, select Users → (select a user) → Rate cards.
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User billing currency → This is where you choose a currency in which a given particular user will be remunerated.
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Click the Add button to create a rate card.
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For each rate card, you can definespecify:
The name to identify the rate card;,
A description of the pricing and usage for the rate card;,
Whether the rate card is active or not;,
One or more language combinations – either single languages or groups;,
One or more subject matters.
Then you can define specify how the cost of the task will task cost is to be calculated. It The task cost can either be based on factors or actual prices. You can also set specify whether the calculation should be by based on word or character count. If you choose factors, you must enter a base price which will be multiplied by the percentage values you enter for the different types of match in each step, to work out the cost. If you use actual prices, then you should enter the actual prices price for each type of match, for each step. For both types of calculation, you can also define:
A minimum charge.
Under the General fixed price heading you can set:
A fixed price per project;,
A fixed price per language;,
A fixed price per file;,
A management fee percentage.
Then, for each workflow step, you can define:
A fixed price project;,
A fixed price language;,
A fixed price file;,
A management fee percentage;,
Rush job premium – A rush job premium percentage;,
Minimum charge;,
Price per hour;,
The rates for fuzzy matching factors or actual prices can be set as a global figure or individual figures for each band.
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IMPORTANT! If you want to charge by time, only the Price per hour factor only matters! Also, Non-CAT steps do not have the there is no option to add values for matches such as ICE, Fuzzy, etc. in Non-CAT steps. |
After
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a
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project has been created…
Once the project is has been created, you need to check a couple of additional things:
Make sure the relevant linguists are assigned to their tasks in the workflow:
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Make sure that the Chargeable checkbox has been selected for the workflow step that is subject to payment has the checkbox Chargeable enabled:
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Finally, go to the Project editor → Estimates → Costs, and choose the basis for your costs by selecting the relevant option in the Generate costs based on drop-down dropdown:
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If you chose Metrics or Current metrics, you are good to go can proceed with generating costs. Statistics source and target, on the other hand, require prior your linguists to perform manual work on the project from your linguistsfirst.
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IMPORTANT! As for the rest of the options:
if charging by time is enabled correctly, it takes priority over metrics and statistics when generating costs are generated! |
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Costs calculation mechanism
Procedure
For each workflow step (in a given particular target language) for a given particular user:
Metrics/Statistics/Timing is taken (and from there words , the word or character count, depending on the calculation method applied).
Values from 1 are multiplied by rates from rate card matches ((unless charging by time is used).
To Management fee is added to the resulting value from 2management fee is added, later - fixed rate.
If the value is too low, it is increased up to the minimum charge (fixed price per each task).
4. The resulting value from 3 is saved in the database.
5. For each target language “costs , "costs per workflow step” step" are summed uptotaled.
6. To Management fee is added to the resulting value from 5 management fee is added, later - fixed rate.
If the value is too low, it is increased up to the minimum charge (fixed price per projecteach task).
7. The resulting value from 6 is saved in the database:.
8. For each user “costs per language” are summed up, "costs per language" are totaled.
9. To Management fee is added to the resulting value from 8 management fee is added, later - fixed rate.
If the value is too low, it is increased up to the minimum charge (fixed price per projecteach task).
10. The resulting value from 9 is saved in the database:.
11. For each project “costs per user”are summed uptotaled.
12. The resulting value from 11 is saved in the database:.
Example
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To express this in simple terms: The value of all matches is 1, each workflow step consists of 10 translated words.
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Fixed prices per project: Man. fee 10%, Fixed price 10, Min charge 115.
RateCard1 - – pl_PL:
Fixed prices per language: Man fee 25%, Fixed price 5, Min. charge 55;Fixed prices per Translate: Man fee 20%, Fixed price 5, Min. charge 15;
Fixed prices per Correct: Man fee 10%, Fixed price 3, Min. charge 15.
RateCard2 - – de_DE:
Fixed prices per language: Man fee 50%, Fixed price 15, Min charge 40;Fixed prices per Translate: Man fee 10%, Fixed price 2, Min charge 10.
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Costs calculation
pl_PL:
Translate:
10 * 1,2 + 5 = 17 → 17 > 15, so the final price for this step amounts to is 17.Correct:
10 * 1,1 + 3 = 14 → 14 < 15, so the final price for this step amounts to is 15.
Total price for steps: 17 + 15 = 32
32 * 1,25 + 5 = 45 → 45 < 55, so the total price for language amounts to is 55.
de_DE:
Translate:
10 * 1,3 + 7 = 20 → 20 = 20, so the final price for this step amounts to is 20.
Total price for steps: 20
20 * 1,5 + 15 = 45 → 45 > 40, so the total price for language amounts to is 45.3.
Final result
Sum for the languages: 45 + 55 = 100;
Price for the user: 100 * 1,1 + 10 = 120 → 120 > 115, so the final price for the user amounts to is 120;
Price for the project (the sum of costs for all users): 120.
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After costs are generated…
Costs tab
Once you click the Generate button, all the costs that are generated will appear be displayed in the already previously mentioned Costs tab, in the form of a UI record (Project editor → Estimates → Costs).
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As you can see, you have got a couple of basic information pieces there are some basic pieces of information about the entry, such as:
Date of generating on which the costs ;were generated,
User who generated the costs (the costs may as well be could also have been generated automatically);,
Basis for the generated costs;,
Aggregated price;,
Delivery date (if specified beforehand);,
Total number of words;
Total number of existing ICE/Leveraged matches.
As you may might have spottednoticed, costs are generated for the whole entire project. In order to To see a breakdown per linguistLinguist, we need to click on the entry. You will see more details.
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Names of the Linguists' names for whom costs have been generated;,
Purchase Order number;,
The Price column shows the linguist’s Linguist remuneration in your system billing currency;,
Both costs for non-analyzable files and additional costs can be specified as either a fixed amount or as a percentage of the base price;,
Linguist price shows the remuneration in the linguist’s Linguist's rate card currency that is displayed in a Purchase Order;,
Workflow steps, as the name suggests, shows the names of the steps ' names in which a given particular linguist was involved and which are within the payment scope.
Email status tells indicates whether an e-mail with a PO was has been sent off to the client or not.
Purchase Order
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You can generate a Purchase Order for each linguist.
Generate PO → a default PO will be downloaded;.
Generate custom PO → a popup will open where . In it, you can choose select the PO file format, calculation method, and custom fields. You can decide to include rates or a cost breakdown into languages or languages and workflow steps. Also, you You can also specify whether the PO should is to be automatically emailed to the linguist automatically, add a comment, and customize the footer and font sizes. You can also set up configure a custom PO layout that is to be applied globally in , by selecting Configuration → Data → Estimates → PO settings → Default PO.
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Email PO to linguist → You can send a PO to the linguist straight away. The sending status will be marked in the relevant column on the right-hand side.
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XTM cost-related reports
The XTM offers Cloud functionality includes multiple reports pertaining relating to costs that . These reports can be generated and downloaded from the UI. The most important rule here is that the costs need to be generated effortlessly generated in order , for the data from their corresponding projects to be displayed in such a suitable report. In other words, the correctly generated costs is are a must for the correctness of any XTM Cloud cost-related report . In order to to be correct. To see more details, please get familiar with the following we recommend that you read this article: Costs & Metrics reports.
Troubleshooting cost generation issues
There might be several reasons that prevent you from being able to generate costs properly. Please, see a correctly. See this separate article that tackles the most frequent problems with costs generation: Costs generation - most common issues & troubleshooting.
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Phase costs and Statistics
To begin with, it should be noted Note that Statistics are only modified only as a result of any manual activities of by a linguist in XTM Workbench. Contrary to metrics, Statistics are not modified after performing actions such as project re-analysisreanalysis, continuous project update, or the uploading of new source files are performed. Only the activity of by a linguist in XTM Workbench after the completion of the above-mentioned actions will modify Statistics.
Furthermore, Also very important are : the settings under (administrative privileges required!)
Go to Configuration → Data → Estimates → Cost settings → Automation of continuous projects → Save history of project metrics, statistics, tracked time and costs when.
These Use these options decide whether to specify whether Statistics are to be reset, and phase costs are to be generated, when those actions (reanalysis, continuous project update) are performed and finishing pre-processing will result in resetting Statistics and generating phase costs.
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pre-processing finishes.
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Project is reanalyzed → Creates a record of containing project costs data when an existing project is reanalyzed;
Pre-processing is finished → Creates a record of containing project costs data when the pre-processing workflow step is has finished;
Source file with name existing in project is uploaded → Creates a record of project costs data record when a new source file is uploaded to XTM Cloud and that file has the same name as any some other file that already existing exists in the project.
In other words, selecting these options and reanalyzing files/uploading files to a continuous project (CP) results in deleting Statistics from the statistics being deleted in the UI. This mechanism is used so that after making the mentioned actions, the data in Statistics does not accumulatelarge amounts of data do not accumulate in the Statistics after these actions are performed.
In this case, you can automate the cost calculation process by selecting the appropriate option in Generate costs for project history and then selecting the appropriate option. In this case, every time you reanalyze a file for/upload the file to a continuous project, costs will be generated first, and then Statistics will be deleted.
Option 1
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– resetting Statistics disabled
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Reanalysis
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: example
The client created a simple project with 1 step and 1 file (a .txt file) containing 10 segments.
None of the segments received a TM match, and the linguist translated all the segments.
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The project was reanalyzed.
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ICE matches were inserted in previously translated segments
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. Statistics remain unchanged.
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At this point, there are Costs for 10 No matching segments. |
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The linguist changed the translation in each segment.
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At this point, there are Costs for 10 ICE-matched and 10 No matching segments. |
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Continuous project update
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: example
The client created a simple project with 1 step and 1 file (a .txt file) containing 10 segments.
As in the previous case, none of the segments received a TM match , and the linguist translated all the segments.
The client made a continuous project update (modified the said .txt file - added by adding 5 new segments, which gives bringing the total number of segments to 15 segments). Previously ICE matches were inserted in previously translated segments got ICE matches (except for one segment in which got a Leveraged match was inserted). Statistics remain unchanged.
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The linguist ONLY translated
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new segments (11-15) and approved
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segment 10 (Leveraged match).
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At this point, there are Costs for 15 No matching segments and 1 Leverage-matched segment. |
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The linguist corrected the
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translations of the old segments (1-10).
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At this point, there are Costs for 9 ICE-matched segments, 1 Leverage-matched segment and 15 No matching segments. |
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Option 2
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– resetting Statistics enabled
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Reanalysis
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: example
The client created a simple project with 1 step and 1 file (a .txt file) containing 10 segments.
None of the segments received a TM match, and the linguist translated all the segments.
The client reanalyzed the project. Previously ICE matches were inserted in previously translated segments got ICE matches. Statistics are reset. From now on, they are only available from the at Statistics history level (Project editor → Statistics → Statistics history).
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At this point, there are Costs for 10 No matching segments. |
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The linguist changed the translation in each segment.
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At this point, there are Costs for 10 ICE-matched and 10 No matching segments. |
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Continuous project update
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: example
The client created a simple project with 1 step and 1 file (a .txt file) containing 10 segments.
None of the segments received a TM match , and the linguist translated all the segments.
The client made a continuous project update (modified the said .txt file - added by adding 5 new segments, which gives bringing the total number of segments to 15 segments). Previously ICE matches were inserted in previously translated segments got ICE matches (except for one segment in which got a Leveraged match was inserted). Statistics are reset. From now on, they are only available from the at Statistics history level.
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At this point, there are Costs for 10 No matching segments. |
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The linguist ONLY translated
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new segments (11-15) and approved segment 10.
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At this point, there are Costs for 1 Leverage-matched segment and 15 No matching segments. |
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The linguist corrected the
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translations of the old segments (1-10).
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At this point, there are Costs for 9 ICE-matched segments, 1 Leverage-matched segment and 15 No matching segments. |
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