Reporting

Use client quotes

Utilizing client quotes | Smartcat Help Center Quotes, cost calculations, and billing overall are rather complicated tasks that often require loads of effort and time from the team. The good news is that Smartcat now allows generating quotes in projects and issuing invoices incorporating these quotes, so let's take a look at how it works. What should we begin with? The first thing to do is to add information about clients to Smartcat and set net rate schemes for them. This will facilitate the quote creation process since a net rate scheme clipped for a particular client is applied automatically for calculating statistics(the Statistics tab in the project) in a project where this client is set. Even better would be to add a few services and rates. Every project created in your corporate account has the Quote tab where you can calculate the cost of work for the client applying one of the snapshots statistics calculated in the project. Even if you have calculated the cost outside Smartcat, you can attach the file with calculations while forming a quote. Still, the better option is to utilize statistics calculations generated in Smartcat. Well, let's say we have already done all preliminary preparation like filling out the client's card and setting a project. Now it's time to start calculating the quote. In the first step, the system takes the client from the project and the contact person from the client card, so all that remains is to choose the currency and set the approval deadline (if necessary). After hitting the Insert button in the second step of forming a quote, the calculations from the Statistics tab of a project will be pulled into the form. The system takes the last calculated snapshot by default, but you can select previously formed if any. It is not a big deal to forget calculating statistics before forming a quote since the system will calculate statistics at this moment. Let's take a closer look at the parameters that you can specify at the second stage: Service: if there are no suitable services yet,  you can add a new service in the field right from the form. Services and rates can be specified in the Clients section;Language: allows selecting one of the language pairs that a project has;Unit count with a breakdown: it's possible to hide the breakdown and only set the unit type and unit count without pulling Smartcat statistics from a project;Unit type: allows you to choose one of 6 preset units — characters, words, hours, minutes, documents and pages;Rate: price for 100% of the rate in detail rows for a unit. Added automatically if the service and rate are specified in the corporate account;Statistics at {date}: snapshots from the Statistics tab of a project. Check this article to learn more about how Smartcat calculates statistics;Breakdown: detalization rows with calculations. You can add your own row or remove one of preset;Cost of work. In the last step, you can specify the project deadline, whether the cost is agreed upon, and whether the project has already been paid. Important! If you mark a project as paid, the quote cannot be used for invoicing the client or edited later. When a quote is formed, you may download or send it for approval and, if necessary, make corrections to the calculation later or add a new service, for example, project management. That's it. Now you can use the quote for invoicing the client. It's worth noting that the quote included in an invoice cannot be edited; thus, you have to delete the invoice first before making any changes. Last but not least, it's possible to make your own custom template or even each per client, including other data. It would be especially valuable if you want to quote clients in their native language. With the Smartcat subscription, new templates can be added to the corporate account settings. To find out more about the data on which you can carry out operations in templates, check this article about Smartcat Template Engine.

Analyze revenue and margin reports

Revenue and margin reports | Smartcat Help Center Note: This is a paid feature. To use it, upgrade to Rise or higher. Smartcat revenue & margin reports allow language service companies to analyze their revenues, costs of goods sold, and margin (ROI) over time and across different channels. This includes: Weekly payments, including received, expected, and overdue payments: Month-to-day receivables to compare your current performance with the previous two months: Net sales, including sales to existing and new clients: Cost of goods sold, i.e. the money paid to your suppliers: Margin, i.e. profitability, in absolute values and as a percentage of COGS: Revenue, costs, and margin for each client, to find out which ones give you the best ROI:

Understand project statistics

Project statistics | Smartcat Help Center Word count statistics is an oft-confusing topic as different CAT tools often have different approaches to calculating it. Let’s see how Smartcat handles this. Personal workspace statistics for own projects Word count statistics allow you to view the number of words and characters in the original text and estimate the amount of work required, taking into account repetitions and matches with the translation memory. To calculate and view statistics, go to the project page and open the Statistics tab. The calculation may take some time, depending on the number of documents, their volume, and the sizes of translation memories connected to the project. You can reconfigure the set of documents or translation memories used to calculate the statistics for projects you have created. You can download the statistics in the following formats:Trados XML — compatible with SDL TradosSmartcat XLSX — for MS Excel or any other spreadsheet software Clicking the Refresh button allows you to recalculate the statistics taking into account the current progress. (Technically, this will be due to the updated translation memory entries.) In this case, all the segments that have already been translated will be counted as 102% matches in the new “snapshot” as at a certain time and for the specified documents. Such an approach allows you to remember how many words there were in the very beginning before you started to work on the project. If you forgot to calculate statistics at the start, you can uncheck the translation memory that new entries were written to and refresh the statistics. Smartcat supports the following statistics:WordsAsian charactersPages, where 1 page = 250 words/Asian charactersCharacters with spacesCharacters without spaces For logographic languages, Smartcat indicates three columns instead of one:Asian charactersWords in alphabetic languagesWords & Asian characters combined Personal workspace statistics for assigned projects If you have been invited to a project via the Smartcat Marketplace, you will not see the entire statistics as per the previous section. Instead, you will see the summary calculation for all your assigned tasks and workflow stages, e.g. Translation. Here are things worth noted. My tasks column shows a preliminary calculation of the price & volume of assigned work. You can see how many total words were assigned, the number of repetitions, and, most importantly, the number of effective words. “Smartcat has helped us to achieve the consistency and scalability we were looking for. It’s been a game-changer for our team at expondo, and I would recommend it to any company looking to expand their global reach.” Julia Emge Head of Translations, Expondo Explore case study Effective words represent the number of words to be paid factored according to the customer’s settings of discounts for translation memory matches and repetitions. Completed words are words you actually translated or edited. Smartcat calculates completed words in real time, so you can always see how much you have earned. The Net rate scheme column shows the customer’s settings for discounts for repetitions and TM matches. The settings are different for different workflow stages, e.g. Translation. The TM match rate represents how similar a segment’s text is to the one stored in the translation memory. The minimum match threshold is 50%. Matches below this threshold are considered new segments. The final cost calculation may differ from the preliminary one, as Smartcat does not currently identify partial matches between segments that have not yet been recorded in the translation memory at the time of the preliminary cost calculation. It is important to remember that in Smartcat, the cost calculation is always based on the number of words or Asian characters in the source text, not the translation. Corporate workspace statistics In basic principles of building statistics in the corporate workspace are no different from those in the personal space. For each project, you can view the number of words or characters in documents and estimate the amount of work, taking into account repetitions and matches with the translation memory. The statistics shows data the total number of words, segments, pages, and characters, the number of unique segments and matches with the connected TMs, the number of repetitions inside each file, and cross-file repetitions. The corporate workspace provides more functionality and allows you to download statistics for each of the assigned contributors. The statistics report contains the amount of work assigned to and completed by each contributor. Statistics are downloaded in the XLSX format. A separate file is generated for each contributor. Each file contains data for a single language pair and a single task. If there are several stages or language pairs, a separate report is generated for each pair, i.e. each combination of a stage and a target language.Statistics per assignee are generated after the assignment. Even though such statistics cannot be recalculated manually, it changes automatically depending on the assignee's progress. You can also calculate the statistics using a different TM net rate, e.g. if you need to provide different pricing to your customer. You can set the TM net rate here.

Understanding Translation Review Reports

Understanding Translation Review Reports Translation Review Reports help you track the quality of your AI translations and see how much human reviewers need to edit them. Use these reports to optimize your translation workflow and demonstrate quality improvements over time. When to use it When you want to measure translation quality and approval ratesWhen optimizing your review agent settingsWhen tracking reviewer efficiency and workloadWhen demonstrating translation quality to stakeholdersWhen identifying language pairs that may need attention Where to find it Go to Apps in the left sidebar navigation in your workspace, then click the Translation Review Report tile to open it. 📌 The Apps section appears only when one or more custom apps are enabled in your workspace. Custom apps are currently in Beta. Three types of reports The translation review report lets you review specific documents to see exactly what changed between revisions, such as: AI translation vs. review agent editsReview agent edits vs. human reviewer changesSide-by-side comparisons with explanations for each edit Translation Review Report The Translation Review Report shows aggregated trends across your entire workspace: approval rates, reviewer time, language pair performance, and project/document tables. Use it to track quality over time and identify areas for improvement. Project Report The Project Report drills into a single project's review results. It shows the project's overall approval rate, source words, document count, and turnaround time, along with a document table you can expand by language pair. Open it from the Projects section of the Translation Review Report, or stand-alone by selecting a project manually. Document Edit Report The Document Edit Report shows exactly what changed between two revisions in a single document. For example, the AI translation vs. a review agent's edits, or a review agent's edits vs. a human reviewer's final pass. Understanding approval rates Approval rate measures how often human reviewers accept AI translations without making any changes. What counts toward approval rate Only segments that were intended for human review are included in this calculation. Documents that are fully automated (translated and finalized by AI and agents without human involvement) are not counted. Auto-approved jobs If you don't manually approve every job, some are automatically verified after a set period (typically 2 weeks). By default, these auto-approved jobs are excluded from approval rate calculations so the metric reflects real human reviewer behavior. How the review process works Your translation workflow typically follows this sequence: AI translation creates the initial translationReview agents (0-3 agents) may edit the translation automaticallyHuman reviewers either approve the final result or make additional edits The reports track how much each stage contributes to the final translation. Using the Translation Review Report Key metrics Volume charts show: Documents completedTotal segments processedNumber of active projects Edit breakdown shows the percentage of segments in each category: Approved without edits (AI translation accepted as-is)Agent-only edits (review agent made changes, human approved)Human edits (human reviewer made changes) Approval rate by pipeline compares performance across different configurations: AI only (no review agents)AI + 1 review agentAI + 2 review agentsAI + 3 review agents Language pair analysis The translation review report highlights your top language pairs by volume and flags any that are performing unusually well (green) or poorly (red) compared to their normal range. Available filters Language pair — Focus on specific language combinationsDate period — Choose your time range (default: last 6 months)AI pipeline — Compare different agent configurationsReviewer — Filter by specific human reviewers or agents Using the Document Report Three-step navigation Select project — Choose which project to analyzeSelect document — Pick a specific document within that projectSelect revision — Choose which before/after comparison to view Reading the side-by-side view The document edit report shows four columns: Source — The original text to be translatedBefore — The translation from the earlier stageAfter — The translation from the later stage, with changes highlightedComment — Explanation of why each change was made Green text shows additions, red strikethrough text shows deletions. Use the Show deletions checkbox to hide the strikethrough formatting and see only the final text. Understanding the comments Review agents automatically explain every edit they makeHuman reviewers can optionally add comments to explain their changes or flag questions Exporting reports To save or print your Translation Review Reports: Click the book icon in the top right corner to enter presentation modeClick the PDF button, or press Cmd+P (Mac) or Ctrl+P (Windows)Save as PDF or send to your printer Tips for optimization Improving approval rates Review which agents are making the most edits and consider adjusting their settingsLook for patterns in human edits to identify areas where agents could be improvedCheck if certain content types or language pairs consistently need more editing Reducing reviewer workload Use the reviewer time metrics to identify bottlenecksConsider enabling more review agents for language pairs with high edit ratesLook for reviewers who are consistently faster while maintaining quality Frequently Asked Questions Why is my approval rate lower than expected? Check if you have review agents enabled that might be making unnecessary edits. Look at the agent efficiency table to see which agents are editing the most segments. You may want to adjust their settings or disable agents that aren't adding value. Why do approval rates vary between similar language pairs? This could indicate differences in: Content types being translatedReview agent configurations for different pairsIndividual reviewer preferences or expertise levels Use the outlier highlighting and drill down to specific documents to investigate. What does "N/A" mean in the monthly breakdown? N/A appears when there were no human-reviewed segments for that language pair in that month. This usually happens when: The language pair was added partway through the periodAll jobs for that pair were auto-verified rather than manually reviewed Why is reviewer time missing for some months? Reviewer time per 1,000 words shows as N/A when: There were no human-reviewed segments that monthThe volume was too small to calculate a reliable averageMost jobs were auto-verified instead of manually reviewed Can I compare any two revisions in the document edit report? No, you can only compare sequential stages in your workflow. For example, if your workflow is AI → Review Agent → Human Reviewer, you can compare: AI translation vs. Review Agent editsReview Agent vs. Human Reviewer edits But you cannot skip stages and compare AI translation directly to Human Reviewer edits. Who can access these reports? Translation Review Reports are available to workspace administrators. Related features Project Reports — Track progress and status for individual projectsSmartwords Usage — Monitor your AI translation consumptionQuality Assurance — Set up automated quality checks for your translations