How to automate a translation project, from order to payment

What if a translation project could run itself, from the moment the client places the order until the invoice is paid?

With the integration between Autoservice and Autopilot in Gespoint BillWords, it can. These are the two key players:

• Autoservice is the front door. It receives orders from your clients through your website and automatically creates the quote and the project.
• Autopilot is the conductor. It assigns vendors, sends purchase orders, moves tasks forward, and takes care of invoicing and payment reminders.

Together they cover the entire cycle, without anyone having to copy data, send emails or chase anyone.

The full workflow, step by step

1. The client places the order on your website

The client chooses the source and target languages, the deadline and the delivery format, uploads the files and selects how to pay: in advance with PayPal or Stripe, or on delivery.

2. Autoservice creates the quote and the project

No manual input is needed. The project is created with all the data, tasks and services it requires.

3. Autopilot selects the best vendors

Vendors are chosen based on availability, rates, specialization, preferred or usual vendors, and any other criteria you define.

4. Vendors receive the job

Autopilot sends them an availability request or, if the project type allows it, the purchase order directly, together with the files to translate.

5. The work moves forward on its own

When the vendor finishes, the review task is launched, the job goes to internal validation, or it is delivered straight to the client, depending on the workflow you have defined in the project template.

6. The invoice is generated automatically

When all tasks are complete, Autopilot generates and sends the invoice, or creates a delivery note so that everything can be invoiced together at the end of the month. Invoices, payments and accounting entries all stay connected in one system: see how BillWords handles invoicing and accounting for translation companies.

7. Getting paid is easier

The client pays from their portal with PayPal or Stripe, or with their usual method (bank transfer, direct debit and so on). If an invoice is overdue, Autopilot sends automatic payment reminders.

A standard project goes from 11 manual steps to just 2. And when the client orders through Autoservice and pays in advance with PayPal or Stripe, the invoice is issued and marked as paid automatically: zero manual steps, from order to payment.

You stay in control

You decide how it works. Each step follows the workflow you have defined for that type of project: with or without review, with an availability request or a direct order, with individual or monthly invoicing. One system, adapted to every type of client and service.

Full traceability. Throughout the process, the project manager and everyone assigned receive notifications of every action. Each project and task also includes a traceability report showing everything that happened, when and by whom.

The result: more time for what really matters

Autoservice and Autopilot remove the repetitive tasks from your project managers’ day (forwarding files, checking availability, issuing purchase orders, chasing invoices) so they can focus on what really adds value: quality, relationships with clients and vendors, and complex projects.

Want to see how it would work with your own workflows? Request a demo of BillWords and we will show you how it adapts to your agency.