Handling project quotes and costs

You can check the details of your project quotes and costs in the Costs sub-tab of projects. Translation costs (quotes) are computed automatically by the system based on the rates configured in the project Pricing Model.

About this task

Depending on how it is configured, the project can have 2 types of quotes:
  • Customer quote - This is the sum of all the costs in a project. The quote can be generated based on the default quote template or on a custom quote template.
  • Vendor quote - This is the sum of all the costs in a vendor order template. Vendor order templates are forms which bring together details like: which vendor users can be assigned to which tasks, how much the vendor's work costs. If you do not assign your work to vendors (external collaborators), you do not need to set up vendor order templates. The quote can be generated on the default quote template.
You can access (view, edit, download) the customer quote and the vendor quote (if available) from the Costs sub-tab of any project. Here are some guidelines on when and how to handle (view, edit, download) quotes:
  • Customer quote (the overall project quote)
    • If your cloud subscription includes the Trados Customer Portal entitlement and if your workflow includes the Customer Quote Approval task, then you can edit the customer quote (project quote and costs) from the Costs tab only after your customer approves the initial costs (only after the Customer Quote Approval task is completed).
    • If your cloud subscription does not include the Trados Customer Portal entitlement or if your workflow does not include the Customer Quote Approval task (even if you purchased Trados Customer Portal), you can edit the customer quote (project quote and costs) from the Costs tab at any time.
  • Vendor quote (the vendor order template associated with project tasks)
    • You can edit the vendor quote or its costs from the Costs tab.
    • You can consult the vendor quote at any time, irrespective of the project status.

Procedure

  1. Log in to Trados Enterprise (by accessing this link: http://languagecloud.sdl.com/lc).
  2. Go to the Projects view.
  3. Select the check box corresponding to the project you want to edit.
  4. Select Open.
  5. Select the Costs sub-tab.
  6. If your project includes both a customer quote and a vendor quote, select one or the other depending on what you want to view or edit. Select Refresh to make sure you have the latest quote information displayed.
  7. Edit the costs at language level (under Language Costs):
    • To edit an existing cost, expand the target language menu, identify the cost, select pencil sign, and make your changes. Depending on how the pricing model was configured, you can see default fuzzy bands or custom fuzzy bands.
    • To delete an existing cost, expand the target language menu, identify the cost, select vertical dot menu > Delete.
    • To add a regular cost, expand the target language menu, select vertical dot menu > Add Language Cost. Enter a name for your cost and then specify its details depending on its type:
      • Volume - Under Select Unit, specify whether the cost refers to Words or Characters. Under Set Unit Cost, specify the cost per word or per character. You can specify positive or negative values. Check Example 1 in this topic.
      • Per page - Under Set Unit Cost, specify the cost per number of pages. Under Set Value, specify the number of pages. You can specify positive or negative values. Check Example 1 in this topic.
      • Hourly - Under Set Unit Cost, specify the cost per number of hours. Under Set Hours, specify the number of hours. You can specify positive or negative values. Check Example 1 in this topic.
      • Percentage - Under Set Value, specify the value of the percentage. The percentage applies to all the costs above it (translation costs and other language costs). You can specify positive or negative values. Check Example 1 in this topic.
    • To add a conditional cost, expand the target language menu, select vertical dot menu > Add Language Cost. Enter a name for your cost and then:
      1. Under Set Type, select Conditional.
      2. Under Set Variable Cost, select the criteria to which the conditional cost applies:
        • Word Count (the total number of words in the file/files as calculated by the system)
        • Running Total (the total cost calculated by the system for a target language or for a project)
      3. Under Set Operator, select how the condition limit is calculated.
      4. Specify a value (for the criteria you selected under Set Variable Cost) which represents the limit based on which the conditional cost is calculated.
      5. Under Set Condition Type, select how the unit cost (at step vi below) is applied:
        • Absolute = the exact value at point vi is applied overwriting the value calculated automatically by the system. We advise that you not set negative values under Set Unit Cost (at point vi) for this use case, unless you want to work for free.
        • Percentage = the percentage value at point vi is calculated (added if the value is positive, deducted if the value is negative)
        • Relative = the percentage value at point vi is added (if the value is positive) or deducted (if the value is negative)
      6. Under Set Unit Cost, specify the actual cost value.
      7. Select Add Cost. Check Example 1 of this topic to understand how conditional cost works depending on the variable cost and condition type you choose.
    • To reorder costs, identify the cost you want to move, click and hold its corresponding hamburger menu hamburger menu, and drag it to the desired location. The costs are calculated in the order defined by you. For more details about how the order influences the calculation of costs, especially in the case of the Percentage cost, Check Example 1 in this topic.
  8. Edit the costs at project level (under Project Costs):
    • To edit an existing cost, identify the cost, select pencil sign, and make your changes.
    • To delete an existing cost, expand the target language menu, identify the cost, select vertical dot menu > Delete.
    • To add a regular cost, select vertical dot menu > Add Project Cost. Enter a name for your cost and then specify its details depending on its type:
      • Volume - Under Select Unit, specify whether the cost refers to Words or Characters. Under Set Unit Cost, specify the cost per word or per character. You can specify positive or negative values. Check Example 1 in this topic.
      • Per page - Under Set Unit Cost, specify the cost per number of pages. Under Set Value, specify the number of pages. You can specify positive or negative values. Check Example 1 in this topic.
      • Hourly - Under Set Unit Cost, specify the cost per number of hours. Under Set Hours, specify the number of hours. You can specify positive or negative values. Check Example 1 in this topic.
      • Percentage - Under Set Value, specify the value of the percentage. The percentage applies to all the costs above it (translation costs, language costs, and all other project costs). You can specify positive or negative values. Check Example 1 in this topic.
    • To add a conditional cost, expand the target language menu, select vertical dot menu > Add Project Cost. Enter a name for your cost and then:
      1. Under Set Type, select Conditional.
      2. Under Set Variable Cost, select the criteria to which the conditional cost applies:
        • Word Count (the total number of words in the file/files as calculated by the system)
        • Running Total (the total cost calculated by the system for a target language or for a project)
      3. Under Set Operator, select how the condition limit is calculated.
      4. Specify a value (for the criteria you selected under Set Variable Cost) which represents the limit based on which the conditional cost is calculated.
      5. Under Set Condition Type, select how the unit cost (at step vi below) is applied:
        • Absolute = the exact value at point vi is applied overwriting the value calculated automatically by the system. We advise that you not set negative values under Set Unit Cost (at point vi) for this use case, unless you want to work for free.
        • Percentage = the percentage value at point vi is calculated (added if the value is positive, deducted if the value is negative)
        • Relative = the percentage value at point vi is added (if the value is positive) or deducted (if the value is negative)
      6. Under Set Unit Cost, specify the actual cost value.
      7. Select Add Cost. Check Example 1 of this topic to understand how conditional cost works depending on the variable cost and condition type you choose.
    • To reorder costs, identify the cost you want to move, click and hold its corresponding hamburger menu hamburger menu, and drag it to the desired location. The costs are calculated in the order defined by you. For more details about how the order influences the calculation of costs, especially in the case of the Percentage cost, Check Example 1 in this topic.
  9. Under Quote Note, enter textual notes about the quote and save your changes.
  10. You can download the quotes. If your customer quote is based on a custom quote template, you can download it in *.xlsx format. If you encounter errors, then there may be issues related to the smart markers you used. To fix the issue, update your custom quote template with the correct smart markers. The quote templates which are used in projects are marked by this icon project specific resource when you expand the list of quote templates.