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Quotes and requests

Quote requests​

Requests arrive from the client portal or by email, and appear on the Requests tab. Review a request, then create a draft quote from it.

The email inbox​

Connect the shared mailbox your clients send quote requests to (for example quotes@youragency.com). LanguageOps only reads it: it never sends, moves or deletes mail.

  1. Requests → Email inbox → Quote mailboxes: choose Microsoft 365 or Gmail and enter the address. Gmail asks you to sign in with that mailbox's Google account. For Microsoft 365, your IT admin limits LanguageOps to that one mailbox.
  2. New mail is read every few minutes (or click Check now). Each email is checked automatically: is it a quote request, and if so which languages, service, deadline and word count it mentions. If you use privacy mode, this check runs only on a local model.
  3. LanguageOps suggests the client by contact email, billing email or company domain. Always check it.
  4. Choose the client and click Convert to request. Attachments are size-checked and virus-scanned and become the request's files. Ignore hides an email; Re-check runs the check again.

Nothing is sent to the client at this stage.

Building a quote​

From a project, New quote creates a draft. Add lines by hand, or price from the analysis (below). Send issues a version to the client; the client can accept, ask for changes or decline from their portal. Compare versions shows what changed between versions.

When a quote is accepted (by the client in their portal or by you), an order confirmation PDF is issued automatically. In Settings → When a client accepts a quote choose whether to do nothing, issue the PDF, or issue it and email it to the client's primary contact (or billing email). Accepted quotes have Order confirmation (download) and Email confirmation (send it now) buttons, and the client can download it from the portal.

Price from analysis​

On a project's ledger, Price from analysis prices the project from its file analyses, one line per target language:

  1. Choose the job type and unit (for example Translation per source word).
  2. LanguageOps finds the client's rate for each language pair and applies its CAT grid: the words in each match band are multiplied by that band's percentage, then by the rate.
  3. Review the preview. Anything it couldn't price (no rate for a language, an analysis without words or without a target language) is listed so you can fix it.
  4. Add receivables adds the lines to the ledger. If a rate's minimum charge is higher, the line becomes one fixed fee at the minimum. Each line keeps the band breakdown it was priced from.

Run the analysis per language pair so each target language gets its own line.