Client user manual
Contents
Introduction
Protemos is a project management system for translation agencies and freelancers.
Clients use Protemos to create projects, quote requests, share files, check invoices and payments.
This Client Manual is intended for the users registered as clients within the translation agency accounts.
How to add the client account
1. The translation agency you cooperate with adds your client account in the system. You receive the invitation email:
2. Accept the invitation by clicking the link in the received email. The following window will appear:
3. Create your own username and password and press "Submit".
4. Your account will be created.
My profile settings
On the My Profile page you can update your personal information, change your username and account password.
To do so, go to the My profile menu:
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Get started with client account
There are several main sections that you need to focus on:
- Quotes—the list of Quotes and Quotes request.
- Projects—the list of projects.
- Payables—the amount you pay for each project.
- Invoices—the invoices due to be paid or already paid projects.
- Payments—the payments paid by you to the translation agency.
Here you can find your Quotes and Quote request.
Quote request is a request for a potential project. Let's assume that you want to send translation request, but first, you would like to know how much it will cost, time frames for implementation etc.
In order to save your time, you can create a quote request and send it to your manager. The manager will create the quote and if you agree with the conditions, you or the manager can create the project after all.
You may also create quote requests if you are simply not sure yet you want to have the project with the company.
New quote request
There are two ways to create a quote request:
1. Press the Quotes menu on the top panel and then click New quote request:
2. Or you can go to Quote requests list and press the "New quote request" button:
In both cases, it will open the New quote request page where you can specify all basic details for a new quote request:
Confirm all details with the "Save" button or "Save & Send" buttons.
If you press "Save", you can update your quote details, manage input files and send it after.
Once the quote request is sent, the manager will get a notification and you will not be able to update it.
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Create quote
If the manager is interested in your quote request, they can create a quote with general information, payment details, deadlines, etc:
You can accept, reject or download as PDF the quote by pressing the corresponding buttons:
Once you accept the quote you and your manager can create a Project:
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Add new project
There are two ways to create a project:
1. Press the Projects menu on the top panel and then click New project:
2. Or you can go to Projects list and press the "New project"' button:
Please check more details on the Create project by client section.
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Payables
When the translation agency has created a project, in Finance tab you can see how much you need to pay-Payables.
You can find all your payables by clicking the Payables menu on the top panel:
Now choose the respective payment from the list by clicking on the payment code:
It will open the payment page where you can see the payment details and linked invoices in the corresponding sections:
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Invoices
You can check your invoices by clicking the "Invoices" menu on the top panel:
It will bring you to the Invoices list:
Now choose the respective invoice from the list by clicking on the invoice code.
It will open the invoice page where you can see the invoice details, taxes, payables, linked payments:
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Payments
When the translation agency has entered the payment sent by you in its database, you will be able to check it in your account.
Click the "Payments" menu on the top panel:
It will bring you to the Payments list:
Now choose the respective payment from the list by clicking on the payment code.
It will open the payment page where you can see the payment details and linked invoices in the corresponding sections:
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Filters
Each page has filters you can use to display the necessary entries in the tables.
Quote filters
The filter looks as follows:
- Quote code—displays only the quotes with the code containing the entered value.
- Quote name—displays only the quotes with the name containing the specified text.
- Description—displays only the quotes with the description containing the specified text.
- Specialization—displays only the quotes with the specified specialization.
- Start date—displays only the quotes which were started in the specified period of time.
- Delivery date—displays only the quotes with the date of delivery in the specified period of time.
- Close date—displays only the quotes with the closing date in the specified period of time.
- Statuses— filters the quotes by a specific status (Proposed, Accepted, Rejected).
- Is expired—displays quotes which are expired or not in accordance with the filter value applied (Yes, No).
Quote requests filters
The filter looks as follows:
- Quote request code—displays only the quote request with the code containing the entered value.
- Quote request name—displays only the quote request with the name containing the specified text.
- Description—displays only the quote request with the description containing the specified text.
- Specialization—displays only the quote request with the specified specialization.
- Statuses— filters the quote requests by a specific status (Draft, Sent, Quoted, Rejected).
- Start date—displays only the quote request which were started in the specified period of time.
- Delivery date—displays only the quote requests with the date of delivery in the specified period of time.
- Close date—displays only the quote requests with the closing date in the specified period of time.
- Created Date Range— displays only the quote requests with the created date in the specified period of time.
Project filters
The filter looks as follows:
- Project code—displays only the projects with the code containing the entered value.
- Project name—displays only the projects with the name containing the specified text.
- Description—displays only the projects with the description containing the specified text.
- Specialization—displays only the projects with the specified specialization.
- Start date—displays only the projects which were started in the specified period of time.
- Deadline date—displays only the projects with deadlines in the specified period of time.
- Completion date—displays only the projects which were completed in the specified period of time.
- Statuses—filters the quotes by a specific status (Draft, Proposed by client, Active, confirmed by manager, Proposal rejected, Completed, Completion accepted, Completion rejected, Canceled).
- Overdue—displays due or overdue projects in accordance with the filter value applied (Yes, No).
- Free of charge—displays projects marked or unmarked as free of charge in accordance with the filter value applied (Yes, No).
- Has receivables—displays projects with or without receivables in accordance with the filter value applied (Yes, No).
- Created from quote—displays the projects whether created from quotes or not in accordance with the filter value applied (Yes, No).
Payables filter
The filter looks as follows:
- Payable code—displays only the amounts with the code containing specific characters.
- PO—displays only the payables with specified PO number.
- Project name—displays only the projects with the name containing the specified text.
- Project deadline date—displays only the projects with deadlines in the specified period of time.
- Project statuses—filters the quotes by a specific status (Draft, Proposed by client, Active, confirmed by manager, Proposal rejected, Completed, Completion accepted, Completion rejected, Canceled).
- Is invoiced—displays only the receivables which have been or have not been invoiced in accordance with the filter value applied (Yes, No).
- Has PO number—displays only the receivables which have or haven't PO number in accordance with the filter value applied (Yes, No).
- Note—displays the receivables with notes containing the specified symbols' combination.
Invoices filter
The filter looks as follows:
- Code: displays the invoices with a specific code.
- Payment method: displays the invoices with a specific payment method.
- Total: displays the invoices within the specified amount of money range.
- Currency: displays the invoices with a specific currency.
- Creation date: displays the invoices created within a specific period of time.
- Due date: displays the invoices with the due date within the specified date range.
- Note: displays the invoices with notes containing the specified symbols combination.
- Overdue: displays only the invoices which are overdue or not in accordance with the filter value applied (Yes, No).
- Has linked payments: displays only the invoices with or without linked payments according to the filter value applied (Yes, No).
- Fully covered: displays only the fully covered or partially/not covered invoices in accordance with the filter value applied (Yes, No).
Payments filter
The filter looks as follows:
- Code: displays only the payments with a specific code.
- Note: displays the payments with notes containing the specified symbols combination.
- Amount: displays the payments with the specified amount.
- Currency: displays the payments with specified currency.
- Creation date: displays only the payments created within a specific period of time.
- Paid at date: displays only the payments made within a specific period of time.
- Has linked invoices: displays only the payments with or without linked invoices according to the filter value applied (Yes, No).
- Is fully covered: displays only the payments which are fully covered or partially/not covered with invoices according to the filter value applied (Yes, No).
Export data to Excel
On every page of the following menus you can export the tables into .xls files:
To do so, go to the required menu and press the "Export to Excel" button:
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