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Introduction

XTM has a highly flexible rate card function that supports billing in a defined currency.

IMPORTANT!

If a given user has a currency different to the system billing currency, prior to creating a rate card, please, ensure they the relevant currency exchange set up in Configuration → Data → Estimates → Exchange rates, otherwise you will not be able to generate costs for them.

Each user can have only one active rate card currency! This currency and its associated rate cards are used when creating purchase orders for the user.

Also, only linguists can have rate cards.

Guidelines

  1. Go to Users → User list → (select a user) and select the linguist for whom you would like to create a rate card. If you do not have a linguist user, please, click here to find out how to create such a user.

2. Click the Rate cards tab, select a User billing currency, and click the Add button.

3. Type in a Rate card name, select Language combinations and Subject matter.

4. Select a calculation method for your rates in the Calculate using section.

If you choose Factors, then you need to choose your Base price, which will be multiplied by the percentage values you enter for the different types of match in each workflow step (you can propagate values using the blue arrows) to work out the cost. Once it is done, click the Save button and close the window.

If you choose Actual price, type in the specific rates for different types of match in a specific workflow steps (you can propagate values using the blue arrows) and click the Save button and close the window.

Rate cards support 4 decimal points in full price entries and 5 decimal points in percentage.

5. For both types of calculation, you can also define:

  • Number of Words per day;

  • Minimum charge per project;

  • Minimum charge per language (this value will be calculated and summed up for every language combination in the project from a specific Rate card for this language combination).

6. Under the General fixed price label, you can set:

  • Fixed price per project;

  • Fixed price per language;

  • Fixed price per file;

  • Management fee percentage;

  • Minimum management fee.

The Minimum management fee is set in a currency, and only one value per rate card can be provided. The amount is added to the final costs if the Management fee is lower than the Minimum management fee.

Example:

Rate card has the following values:

  • Management fee = 10%;

  • Minimum management fee = USD 100;

  • Costs calculated based on Metrics = USD 500.

Given that 10% of USD 500 = USD 50, the Management fee will not be applied, but the Minimum management fee will.

Total cost: USD500 + USD100 = USD600

  • Halved management fee;

The Halved management fee changes the final cost if 50% of the total cost, including the fee for management, is lower than the Management fee. It changes the final cost reducing the fee for management by half.

Example:

Rate card has the following values:

  • Management fee = 10%;

  • Minimum management fee = USD65;

  • Costs calculated based on Metrics = USD60.

Given that 10% of USD60 is USD6 and it is less than USD65, a fee for management to be applied amounts to USD65.

Given that USD65 is more than 50% of USD125 (USD60 + USD65), the Halved management fee applies (USD65:2 = USD32.5).

Total cost: USD60 + USD32.5 = USD92.5

7. The linguist now has an active rate card that can be used for counting the cost of translation and issuing a purchase order.

Good to know!

Please, get familiar with the following article if you wish to find out how to import multiple user rate cards at once: Importing rate cards - procedure and template.

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