EXECUTIVE CASE STUDY • WEB-TO-LEAD AUTOMATION • TRANSLATION SERVICES
How a sworn translation agency made every request traceable from the website to delivery
Sworn and legalised translations run on deadlines, authorised translators and documents that cannot be mislaid. The coordination problem is not the translating — it is knowing, at any moment, which request sits with whom and whether the client has been told. Axa Traduceri moved that coordination into a self-hosted CRM.
- Website requests become leads instantly
- Assignment to translators fully traceable
- PDF quotations tracked when opened
The agency’s challenge
Requests arriving out of sync with the people who had to answer them
Requests arrived through the website, by email and by phone, and were distributed to authorised translators by whoever picked them up. A document in progress, a quotation sent and a deadline promised were three separate pieces of knowledge.
For an agency handling legalised documents, that fragmentation carries real exposure: a missed deadline on a court document is not an administrative inconvenience. A self-hosted CRM was chosen so that sensitive client documents stay on infrastructure the agency controls.
Distribution by availability
Requests were assigned to whoever saw them first, and the state of each file lived in the memory of the person handling it.
Assignment as a record
Each request has an owner, a stage and a deadline, and quotation activity is visible without asking the client whether they received it.
Client testimony
“Assigning projects to translators is now fully traceable. Requests that arrive from the website turn into leads instantly, PDF quotations are tracked when they are opened, and clients receive automatic communication.”
A pipeline from website form to delivered translation
Requests from the website enter as leads the moment they are submitted, with no retyping. From there they move through stages: quoted, accepted, assigned, in translation, delivered.
Quotations are sent as PDFs whose opening is tracked, so follow-up happens when the client has actually read the offer rather than on a fixed interval. Client communication on stage changes is automatic.
Modules in use
- Web-to-lead — website requests captured as records instantly, with their source preserved.
- Translator assignment — owner and deadline per file, with handovers traceable.
- Quotation tracking — PDF quotations with open tracking, so follow-up is timed by evidence.
- Automatic communication — clients notified on stage changes without someone remembering to write.
The modules are licensed separately, so an installation carries only what it uses.
See the pricingWhat changed in daily operation
Every page translated is attributable to a file, an owner and a deadline. Follow-up calls are made when a quotation has been opened. Sensitive documents stay on the agency’s own hosting rather than on a third-party platform, which for legalised translation work is a requirement rather than a preference.
One-time licence
The platform and the active modules are paid once, not every month, for as long as the company uses them.
Unlimited users
People are added without a per-seat cost, so the licence never decides the size of the team.
Own infrastructure
The installation and the database sit on the company’s own server, so the data stays where the company put it.
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Sixteen deployments across eleven industries, each with the company named and the workflow described, so you can find one close to your own.
STRATEGIC PARTNERSHIP • ENTERPRISE
Move your operation onto a platform you own
The editions, the modules and the one-time licence are the same ones used in this deployment. The installation sits on your server, the users are unlimited, and the licence is paid once.
- Installed on your own server
- Unlimited users
- One-time payment