Freelance edition user manual

Get started with Protemos

To start working with Protemos, create your account in the system by completing the following steps:

1. Press the "CREATE PROTEMOS ACCOUNT" button on the website www.protemos.com

2. Go to the Create Account page:

3. Select your account type:

• Enterprise: select this option if you are going to assign jobs to in-house translators, freelancers or other companies.

If you select this, the system will have supplier’s functionality and you will be able to assign jobs to your suppliers.

• Freelance: This is a light and free version of the system. It will suit those who complete all the work on their own and do not pass it to other vendors.

The interface does not have the capability to assign projects to subcontractors. Also, other users can’t be added. Upgrade to Enterprise version is possible if desired.

4. Fill in all the boxes and tick the "I'm not a robot" checkbox.

Please read our Privacy policy and Terms of service. To do so, click the corresponding links (highlighted in blue), and click the "Sign up" button:

5. After pressing the "Sign up" button, the account will be set up and you will see a welcome screen to start working with the system.

6. Press the "OK, let’s get started!" button:

The system setup wizard will be displayed:

7. Enter data for each menu entry:

• Services are the services you provide. In addition to translation and proofreading, you can indicate any other services such as layout design, OCR, etc.

• Language pairs are your language pairs.

• Units are units to measure the volume of work. For example, hours, words, pages, etc.

• Specializations are your specializations.

• Currencies are the currencies you work with such as US dollars or euros. Indicate the main currency of the system here. The system will use it for accounting.

• Payment methods are the payment details. They will be used in the invoices the system will generate to send your clients.

To navigate in the menu entries, use a dedicated navigation menu:

Don’t worry if you select something wrong. You’ll be able to change these values in System settings.

8. Having completed all the entries, press the "Complete wizard" button.

Before you start working with the projects, add your clients to the system.

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My profile settings

On the "My Profile" page you can update your personal information, the time zone you are located in, change your username and account password, and link your ProZ.com account.

To do so, go to the My profile menu:

For more detailed information, please see the My profile page.

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System settings

You can change and set system settings in the Settings menu:

Each menu screen is described below.

Account

On the Account page, you can complete or update general information, upload the logo of your company, delete your account.

In the Account section, you can see your account type, account owner, when you were registered, and your API key.

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In the Legal entity section, you may update your account details, upload (or delete) a logo, image that will be displayed in all documents generated by the system: invoices, POs, quotes, etc.

Press the "Update" button to change your details or upload a logo:

Note: Only PNG and JPEG images with a maximum size of 350x350 pixels are supported.</span>

In the Default settings you can define the following settings:

—Default Currency: the currency you are using for balances and reporting. For more info, please see the Currencies page.

—Default PDF page size: here you can set the size of the PDF page for invoices generated by the system.

—Default PDF page orientation: here you can set the PDF page orientation for invoices generated by the system.

—Default PDF locale: here you may specify the default locale (language, date and time) of invoices for all newly created clients. You may also define it individually for a particular client.

To change any of the above settings, click "Update":

In the Account deletion section, you can permanently delete all your account data and files from the server.

To do so, press the "Delete account" button:

System Values

This menu screen contains several submenus:

• Language pairs

Use this menu to:

—Add new language pairs.

—Update the language pairs.

—Delete, disable or enable them:

You can use the Disable option if you don't want to see this language pair in the drop-down list, for instance, while creating a new project.

Note: You can’t delete the pairs of languages that you have already used in the system ("Yes" in the column "Іn use" and no "Delete" button), but you can disable them.

• Services

Use this menu to:

—Add new service.

—Update services .

—Delete, disable or enable the services:

Note: You can’t delete services that you have already used in the system ("Yes" in the column "Іn use" and no "Delete" button), but you can disable them.

• Specializations

Use this menu to:

—Add new specialization .

—Update specializations.

—Disable, delete the specializations:

Note: You can’t delete specializations you have already used in the system ("Yes" in the column "Іn use" and no "Delete" button), but you can disable them.

• Units

Use this menu to:

—Add new unit to measure the volume of your work (words, hours, pages, etc.).

—Update units or delete it.

Note: You can’t delete units that you have already used in the project ("Yes" in the column "Іn use" and no "Delete" button), but you can disable them.

• Currencies

Use this page to:

—Add new currency or set currency as default.

—Disable,delete them.

—Check up exchange rates history:

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If you change the default currency, all reports and project balances will be rebuilt and recalculated in the new default currency.

Note: Protemos is connected to the currency conversion service, so the exchange rate is updated on a daily basis. That’s why you can always see the correct summary in your default currency.

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Object codes

On this page, you can set the number of your next invoice, project, payment, etc.

To update next IDs or update code prefixes, click the corresponding buttons:

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Payment methods

Enter your payment details here so the clients can pay you.

On this page, you can:

—add various payment methods.

—update, disable,enable, delete them

—change default settings.

Note: You can’t delete payment methods you have already used in the system ("Yes" in the column "Іn use" and no the "Delete" button). But you can disable them in case these payment methods no longer needed.

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Taxes

You can define taxes in the system, link them to the clients, and add taxes to your invoices.

To create a list of taxes, go to Settings⇾Taxes

You may add taxes whether as a percentage or flat amount by pressing the "New tax" button:

Note: Only the taxes, that are defined in this list, will be displayed in the drop-down list while assigning values to them.

To create a default clients taxes set , go to Settings⇾Taxes⇾Default clients taxes set:

To do that, please press the corresponding buttons:

The system will be adding this set of taxes to each client when you issue invoices.

Note: Apart from that, you may define an individual set of taxes for each client. It will override the default clients taxes set value.

For more info on individual sets creation, please see the Custom taxes set for individual client section.

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Reminders

The system notifies you by email about overdue projects and invoices.

You can switch these notifications off/on by clicking "Update":

For more info on deadline email reminders, please see Reminders settings page.

SMTP Server

By default, the system sends all email messages from Protemos own email server, but you can change this and make the system use your own server.

To do this, click "Update":

For more details, please see the SMTP server page.

Client portal

In the Client portal menu, you can check and update the client related settings: project creation by clients, payment method, payment terms.

Go to Settings⇾Client portal:

To change any of these settings, click "Update":

Add clients

You can add clients manually, one by one, or import their list from an Excel file. Each of these options is described below.

Add clients manually

There are two ways to add new clients manually:

1. Press the Client menu on the top panel and then click New client:

2. Or you may go to Clients and press the "New client" button:

Enter information about your client on the displayed screen. It consists of two sections:

• Use the General info section to enter general information about the client:

• Use the Primary user section to enter the client’s primary contact person and click "Save" to display the client entry.

Note: Only clients with marked the "Can log in" checkbox can receive corresponding notification, create quote requests, projects from the system.

• On the General info tab you may:

—Update, delete the client.

—Check the client-related objects.

—Add tags.

—View and edit client's primary contact details.

—Change default payment settings .

Note: You can’t delete clients involved into recorded projects, invoices or payments.

• On the Contact persons tab, you can:

—View the list of client’s contacts.

—Edit or delete them.

—Add new contacts.

• On the Prices tab, you can:

—View the list of prices agreed with the client.

—Edit or delete them.

—Create new prices.

• On the Taxes tab, you can:

—Create a custom taxes set for this client.

—Define which tax set should be applied (whether custom or default one) for this particular client.

• On the Documents tab, you can:

—Upload and delete files related to the client.

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Import and export clients

On this page, you can Import clients from Excel without the need to enter the required information manually and Export clients data to Excel by pressing the corresponding buttons:

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Add new quote

The quote is a potential project. Let's assume that your client has sent you a translation request, but first, he would like to know how much it will cost, time frames for implementation, etc. You can easily convert it to the project.

1. There are two ways to create a quote:

Press the Quotes menu on the top panel and then click New quote:

2. Or you may go to Quotes, and press the "New quote" button:

In both cases, it will open the New quote page where you can specify all basic details for the quote.

2. Once the quote is created, you can do the following:

• Send - opens the Send quote page which allows emailing the quote to the client directly from the system.

• Mark as sent - if you not sending the quote through the system, you may move the project and use this button to remember the date of sending.

• Download as PDF - pressing this button downloads the quote in PDF format.

• Update - opens the Update quote page on which you can edit the quote.

• Delete - deletes the quote.

Quote sections

• Files section: here you can upload the files you received from your client or add links (file URLs) to external files by pressing the corresponding buttons:

• CAT logs section: here you can upload CAT log files or enter them manually if needed:

• Receivables section: here you can enter receivables to indicate the amount to be charged from the client:

Add new project

After setting up the system and entering the clients in it, you can start new projects.

1. To create a project, click the Projects menu on the top panel and then press the "New project" button:

2. Or you may go to Projects, and press the New project button:

3. In both cases, it will open the New project page where you can enter the required information.

4. The project will be created.

Project sections

5. In the Details tab, you can check the general information of the projects, complete, cancel, update, clone, delete it, and add tags:

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6. In the Files tab, you may upload all the necessary files or links to the files (URLs).

7. In the Finances tab, you may enter the volume of work and create receivable from the client. To do so, press the "New receivable" button and choose the receivable type:

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• "Flat rate"—if you just need to enter the amount of a receivable without entering volumes and rates.

• "Unit-based"—if you have to enter the volume and rate for calculating the price.

• "CAT log based"—if you have fuzzy matches logs generated by CAT tools and want to calculate discounts for each type of match.

You can enter several receivables for a project.

8. In CAT logs tab, you may upload a CAT log file to your project. To do so, press the "Upload CAT log" button:

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Create CAT log conversion schemes

Use this menu to add CAT log conversion schemes for the CAT tools you are using, update, delete, or clone templates by clicking the necessary template name in the list.

To do so, go to Projects⇾CAT log conversion schemes:

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Create invoices

1. To create an invoice for the client, go to Finances⇾Receivables:

2. The list of all receivables will be displayed. Select the needed and click the "Invoice selected on this page" button:

3. The system will create an invoice and will display its page.

Invoices list

You may view the list of the invoices in the Invoices menu:

To check the respective invoice from the list, click on the invoice code:

It will open the invoice page where you can see the invoice details, taxes, payables, linked payments.

Invoice sections

• Details section

In this section, you can download as PDF, send or mark as sent, write off, add a discount and an extra charge. update, and delte the invoice.

• Taxes section

In this section, default clients taxes set, custom taxes set or no taxes may be displayed according to the system settings,

In any case, you can edit, add new percentage and absolute taxes, by pressing corresponding buttons:

• Receivables section

Here you can view, add and remove receivables in unsent invoices by clicking the corresponding buttons:

• Linked payments section

If you have received the payment for the invoice, you can record it by clicking the "Create linked payment" button:

Record payments

When the client pays invoices, create the client payment and link it with the paid invoices.

1. Go to the Finances⇾Payments menu and click "New payment":

2. Select the client from the list, enter the required information and click the "Create" button:

3. Having created the payment, scroll down to the Linked invoices section, and click the "Link invoices" button:

By this action, you cover the payment by invoices. Pay attention that invoices with the matched currency and legal entity can only be linked to the payment.

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Clients' prices

To display the Clients prices list, go to Finances⇾Prices:

Here you can view and create clients' prices, import and export the list of all clients' prices to Excel, update or delete a particular client's price:

Note: Here you may also create general prices without reference to the particular client or type of service, specialization etc.

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Filters

Each page has filters you can use to display the necessary entries in the tables.

Quotes filter

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.

• Quote tag—displays only the quotes with the quote tag containing the specified text.

• Specialization—displays only the quotes with the specified specialization.

• Client—displays only the quotes for a specific client.

• Client tag—displays only the quotes with the client tag containing the specified text.

• Start date—displays only the quotes which were started in the specified period of time.

• Deadline date—displays only the quotes with deadlines in the specified period of time.

• CLose date—displays only the quotes with the close date in the specified period of time.

• Statuses—displays only the quotes with the specified status (Draft, Sent, Accepted, Rejected).

• Has receivables - displays quotes with or without receivables in accordance with the filter value applied (Yes, No).

• Is sent - displays sent or unsent quotes in accordance with the filter value applied (Yes, No).

• Is expired—displays expired or unexpired quotes in accordance with the filter value applied (Yes, No).

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Quote requests fillter

The filter look 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.

• Client—displays only the quote requests from a specific client.

• Specialization—displays only the quote request with the specified specialization.

• Statuses— filters the quote requests by a specific status (New, Quoted, Rejected).

• Start date—displays only the quote requests 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.

• Created Date Range— displays only the quote requests with the created date in the specified period of time.

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Projects filter

The fillter 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.

• Project tag—displays only the projects with the tag containing the specified text.

• Specialization—displays only the projects with the specified specialization.

• Client—displays only the projects for a specific client.

• Client tag—displays only the projects with the client tag containing the specified text.

• 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—displays only the projects with the specified status (Proposed by client, Active, confirmed by manager, Proposal rejected, Completed, Completion accepted, Completion rejected, Canceled).

• Overdue—displays overdue or not 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 only the created from quotes projects.

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Clients filter

The filter looks as follows:

• Code—displays only the clients with the code containing the specified symbols combination.

• Types—displays only the clients of the specified type (Company, Individual).

• Company name—displays only the clients with the company name containing the specified symbols combination.

• Country—displays only the clients from the specific country.

• Primary user—displays only the clients with the primary user name containing the entered symbols combination.

• Email—displays only the clients with the email containing the specified symbols combination.

• Note—displays only the clients with notes containing the specified symbols combination.

• Client tag—displays only the clients with tags containing the specified symbols combination.

• Assignable—displays only clients that can or cannot be assigned to projects in accordance with the filter value applied (Yes, No).

• Can log in—displays only clients that can or cannot log in in accordance with the filter value applied (Yes, No).

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Clients receivables filter

The filter looks as follows:

• Receivable code - displays only the receivables with the specified symbols in the code.

• PO number - displays only the receivables with the entered PO number.

• Client - displays only the receivables for the selected client.

• Project name - displays only the receivables for the projects with the specified name.

• Project deadline date - displays only the receivables for the projects with the deadlines within the specified deadline range.

• Project statuses - displays only the receivables for the projects with the specified statuses (Proposed by client, Active, confirmed by manager, Proposal rejected, Completed, Completion accepted, Completion rejected, Canceled).

• Is invoiced - displays receivables which have been or have not been invoiced in accordance with the filter value applied (Yes, No).

• Has PO number - displays receivables with or without PO number in accordance with the filter value applied (Yes, No).

• Note (hidden from client)—displays only the receivables with notes hidden from the client containing the specified symbols combination.

• Note (vissible to client)—displays only the receivables with notes visible to the client containing the specified symbols combination.

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Clients invoices filter

The filter looks as follows:

• Code—displays only the invoices with the code containing the specified symbols combination.

• Payment method—displays only the invoices with the specified payment method.

• Total—displays only the invoices within the specified total amount range.

• Currency—displays only the invoices with the specified currency.

• Creation date—displays only the invoices created within the specified date range.

• Due date—displays only the invoices with the due date within the specified date range.

• Note—displays only the invoices with the note containing the specified symbols combination.

• Overdue—displays only the invoices which are overdue or not in accordance with the filter value applied (Yes, No).

• Is sent—displays only the invoices which have been sent or have not been sent according to 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).

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Clients payments filter

The filter looks as follows:

• Code—displays only the payments with the code containing the specified symbols combination.

• Note—displays the payments with notes containing the specified symbols combination.

• Amount—displays the payments with the specified amount range.

• Currency—displays only the payments with the specified type of currency.

• Creation date - displays only the payments created within the specified date range.

• Paid at date - displays only the payments received within the specified date range.

• 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).

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Clients prices filter

The filter looks as follows:

• Client—displays only the prices for the selected client.

• Client tag—displays only the prices with the client tag containing the specified text.

• Language pair—displays only the prices with the selected language pair.

• Service—displays only the prices with the selected service.

• Specialization—displays only the prices with the specified specialization.

• Unit - displays only the prices with the specified measurement unit.

• Price range—displays only the prices within the specified price range.

• Currency—displays only the prices with the specified type of currency.

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Reports

There are several reports in the system enabling you to analyze the financial results of your activity for a defined period:

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General finances

These reports show income dynamics and how finances by projects, invoices, and payments change over months.

To view the General finances reports, go to Reports⇾General finances:

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You can select the period of time for reporting:

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On this page, you can see the following reports:

• Monthly finances by project balances

This report shows the income dynamic based on receivables in your projects:

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• Monthly finances by invoices

This report shows the income dynamic based on client invoices:

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• Monthly finances by payments

This report shows the income dynamic based on client payments:

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For more info on general finances reports, please see the General finances reports page.

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Income by invoices

To view the Income by invoices, go to Reports⇾Income by invoices:

Here you may see your finances reports for each client based on the client invoices.

All amounts are converted to the default currency of your account.

You can select the period of time and clients for reporting:

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• Monthly income per client by invoices

Here you can see the income per client based on the invoices you issued for them:

• Monthly income share per client by invoices

This report shows how the share of invoices per clients was changing monthly:

• Income share per client by invoices

This report shows the share of invoices per clients over the selected period of time:

• Monthly income per client by invoices summary table

This table shows all invoice amounts per client and month:

For more info on these reports, please see the Monthly income per client by invoices reports page.

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Income by payments

To view the Income by payments reports, go to Reports⇾Income by payments:

These reports show how the clients were paying you.

All amounts are converted to the default currency of your account.

You can select the period of time and the clients for reporting:

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• Monthly income per client by payments

Here you can see the amounts of payments per each client monthly:

• Monthly income share per client by payments

Here you can see how the share of payments per client was changing monthly:

• Income share per client by payments

This diagram shows the share of each client in payments received over the specified period of time:

• Monthly income per client by payments summary table

This table shows all payment amounts per client monthly:

For more details, please see the Monthly income per client by payments reports page.

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Export data

On every main page you can export the tables into Excel.

To do so, go to the required menu and press the "Export to Excel" button:

For instructions on how to export the required data to excel, please click the corresponding links:

• Export quotes data to excel

• Export projects data to excel

• Export clients data to excel

• Export clients prices to excel

• Export clients receivables to excel

• Export clients invoices to excel

• Export clients payments to excel

• Export general finances reports data to excel

Additional information

The system supports all the modern browsers. However, some outdated browsers (e.g., Opera 12.17) may have issues.

If you experience issues, we recommend using the modern browser. We are improving the system all the time.

That’s why its user interface may change and look a little bit differently from the one described above.

However, we try to update this manual accordingly. If you notice some discrepancies between the description and the real functionality, please tell us.

Attention! Some links on this page may refer to the features of the Enterprise account type.

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