Enterprise edition user manual

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For a brief system overview, please check this video: 40px

Get started with Protemos

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

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

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2. It will bring you to the Create Account page:

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

Please read our Privacy policy and Terms of service, mark the relevant checkbox and click the "Sign up" button:

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4. After that, the account will be set up and you will see a welcome screen to start working with the system.

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

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The system setup wizard will be displayed:

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6. 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 to your clients.

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

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

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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:

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

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Settings

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

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Each of these menu screens is described below.

Account

On the "Account" page you can change the account owner, update the account name, update default settings, delete your account.

  • The Account info section contains common information about your company.

Here you can update information about your company and change the account owner (available only for the owner of the account):

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  • Default settings

Here you can define default legal entity, the time zone for new users, default currency, default PDF page size, orientation, and default PDF locale.

You may also define it individually for a particular client or vendor.

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

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For more info, please see the Default settings page.

  • Account deletion

You can immediately and permanently delete all your account data and files from the server by clicking the "Delete account" button:

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License

When you are registering your account, you get a free one-month trial license. It works just like a normal license, with no limitations.

When the trial period is over, the account owner may request a license by pressing the "Request license" button:

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Note: You can add as many managers as you wish, but only the licensed number of them will be able to log in at the same time.

For more info on licensing, please see the Licensing page.

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Legal entities

If you are using more than 1 legal entity for your business, you may enter them all into the system, and then use them in projects, quotes, invoices, etc.

It means that you can set up different document items (logo, address, company name) for different legal entities.

You can add a new legal entity, change default legal entity, update, delete logo, and delete the existing legal entities by clicking the corresponding buttons:

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System Values

This menu screen contains several submenus:

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  • Language pairs

Use this menu to add, update the language pairs you work with, delete, disable or enable them:

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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, update or delete the services your company provides:

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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

Here you can add , update or delete the specializations your company works with:

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

  • Units

Here you can add any measurement units you need, update, and delete them:

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

  • Currencies

On this page, you can add currencies, set currency as default, disable or delete currencies, check exchange rates history:

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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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For more info, please see the Update object codes page.

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Payment methods

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

On this page, you can: add payment methods, change the default settings, update, disable or delete them.

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Note: You can’t delete payment methods that you have already used in the system, but you can disable them in case these payment methods no longer needed.

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Taxes

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

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

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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:

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To do that, please press the corresponding buttons:

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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.

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

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Here you can add default percentage and absolute taxes by pressing the corresponding buttons:

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

For more info, please see the Default vendors taxes set section.

To add an individual set of taxes for a particular vendor, please see the Custom taxes set for individual vendor section.

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Reminders

The system notifies you about overdue projects, jobs, and invoices by email. You can switch these notifications off/on by clicking "Update":

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For more info, please see the Reminders page.

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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":

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For more info, please see the SMTP server page.

Client portal

Here you can update client portal settings by clicking the "Update" button:

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You can define managers as the default recipient of notifications connected with quotes, projects, overdue clients' invoices, payment settings, etc.

For more info, please see the Client portal page.

Vendor portal

Here you can update vendor portal settings by clicking the "Update" button:

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You can update all elements except the Vendor application URL. For more details, please check Vendor application URL page.

In the Agreement with the new vendors' section, you can embed your standard agreement with your vendors into the system, so they will have to accept it before working with you.

Press "Create agreement" to add the agreement:

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For more info, please see the Agreement with new vendors section.

Integrations

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  • Smartcat integration

Protemos is integrated with SmartCAT system, so you can create projects and quotes in Protemos, and then copy them to SmartCAT (and vice versa).

To enable SmartCAT integration, go to Settings⇾Integrations⇾SmartCAT:

Here you can enable, update, disable SmartCAT integration for your account, get a SmartCAT API key for Protemos, as it differs from your normal SmartCAT username and password.

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For more info on SmartCAT integration, SmartCAT-related project and quotes creation, please see the SmartCAT integration page.

  • TQAuditor integration

Protemos is integrated with TQAuditor - the system for evaluation and monitoring translation quality.

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For more info on TQAuditor integration, please see the TQAuditor integration page.

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Add new manager

Use this menu to add new managers who will use the system just as you do.

If there are several project managers in your team, you can create a separate account with the necessary level of access rights for each of them.

There are two ways to add a new manager:

1. Press the Managers menu on the top panel and then click New manager:

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2. Or you may go to Managers list and press the "New manager" button:

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Note: Your manager will not be able to log into the system if you unmark the "Can log in" checkbox.

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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:

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

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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:

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

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

This page is intended for viewing and entering various client data and has the following tabs:

In the Primary user section you can view and edit client's primary contact details, change your client's default settings .

Note: You can’t delete clients involved into recorded projects, invoices or payments. But you can unmark the "Assignable" checkbox in a client profile, and the client will not appear in the drop-down list when creating projects and quotes.

  • On the Contact persons tab you can view the list of client’s contacts, edit or delete them, and start creating new contacts.

If the client has several contact persons, they can all be entered in the Contact persons tab.

  • On the Prices tab you can view the list of prices agreed with the client, edit or delete them, and start creating new prices.
  • On the Taxes tab you can create a custom taxes set for this client. Here you may also define which tax set should be applied (whether custom or default one) for this particular client.
  • On the Documents tab you can upload files and/or add links to external files related to the client or delete them.

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 vendors

If you assign jobs to other vendors, you need to add each of them to the system.

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

Add vendors manually

There are two ways to add new vendors manually:

1. Press the Vendors menu on the top panel and then click New vendor:

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2. Or you may go to Vendors=>Vendors list:

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Then press the "New vendor" button:

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In both cases, you will be redirected to the New vendor page.

First, you will see the Type box. You can select any of the three vendor types:

  • Company is a contractor company.
  • Freelancer is a non-staff employee.
  • In-house is a staff employee who works in your office.

Depending on the vendor type, you will see the boxes to fill in.

Press the "Save" button to add a vendor account to the system. The vendor will be sent an invitation email and needs to accept the invitation (please find more info here).

For additional information on how to add vendors, please see the Create vendor page.


The vendor entry page is intended for viewing and entering various vendor data and has the following tabs:

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On the General info tab you may view, update vendor info, add necessary tags, check all the vendor-related objects, or delete the vendor.

On this tab you can also view and edit basic information about the primary user, disable vendor access to the account, and send\resend the invitation to the vendor.

Note: You can’t delete vendors involved into recorded jobs, invoices or payments. But you may disable their access to accounts.

Here you may also change the default settings for your vendor:

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On the Contact persons tab you can view a list of vendor contacts, edit or delete them, and start creating new contacts.

This tab is available only if the vendor is a company, not a person.

On the Payment methods tab you can create or update payment methods for the vendor, and change the default payment method.

On the Prices tab you can view the list of prices agreed with the vendor, edit or delete them, and start creating new prices.

On the Taxes tab you can create a custom taxes set for this vendor. Here you may also define which taxes set should be applied (whether custom or default one) for this particular vendor.

On the Documents tab you can upload files and/or add links to external files related to the vendor or delete them.

On the Availability chart tab you can see the chart and list of all active jobs assigned to the vendor.

Note: If your vendor has ProZ.com account with the same email as in Protemos, the system will display the link to that account on the vendor entry page (more info here).

Import vendors from Excel file

If you already have a list of vendors, their contacts, specializations, language pairs and prices, you can easily import these data without the need to enter such information manually.

Go to the Vendors page and press the "Import from Excel" button:

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For more info on vendors' data import, please see the Import vendors from Excel page.

Here you can also export a displayed list of vendors to Excel by pressing the "Export to Excel" button:

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For more info on vendors' data export, please see the Export vendors data to excel page.

For more info on vendors, please see the Vendors page.

Vendor application URL

You can post the vendor application URL on your corporate website or send it to new vendors so that they can submit their applications to you.

For more information, please check the Vendor application URL page.

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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.

There are two ways to create a quote:

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

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

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

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  • 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.
  • Clone: you may clone the quote by pressing this button.
  • Update: opens the Update quote page where 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:

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

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

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Create SmartCAT-related quotes

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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:

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

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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).

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7. In the Jobs tab you may assign the translation to a vendor.

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8. In the Workflow tab you can build chains of consecutive jobs by linking the existing jobs or by adding predefined job chain templates:

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9. In the Finances tab, you may enter the volume of work and create receivable from the client and create payable to the vendor. Press the "New receivable" button first and choose the receivable type:

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And to create payables, you need to go to the respective job, scroll down to Payables section and press "New payable" button:

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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 and payables for a project.

10. 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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For more info on projects, please see the Projects page.

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Create SmartCAT-related projects

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Project templates

You can create the project from a template.

To do so, press the Projects menu on the top panel and then click Project templates:

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Or you may go to Projects and press the "Templates" button:

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You can do it also create the project template directly from the project.

Open the respective project, and on the Details tab click "More actions" and "Save as template":

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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 for clients

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

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

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

Client invoices list

You may view the list of all the invoices in Clients=>Invoices:

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This way you can track all the invoices from your clients and control their payment.

For more details, please see the Client invoices list page.

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Client invoice sections

  • Details section

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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.

  • Tax 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:

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  • Receivables section

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

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  • Linked payments section

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

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Record payments

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

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

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

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

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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.

Invoices from vendors and payment control

The vendors can create invoices on their own or you can create their invoices as the company manager. Let’s review the second option.

1. Go to the Vendors=>Payables menu:

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The list of payables due to vendors will be displayed. Select the rows to be included in the invoice and press the Invoice selected button:

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Note: If the vendor’s name is highlighted in red in the table, it means that payment method was not selected for this vendor and it’s impossible to create an invoice for this vendor’s jobs.

To create an invoice, select the payment method for the vendor (click the vendor’s name and add the payment method as described on the Vendor view page, Payment methods tab page).

2. The system will create the invoice and send it to your vendor by email.

Note: You can hide finances from a vendor. Thus, they won't receive any financial-related notification from the system.

For more info on vendor invoices, please see the Create vendor invoices page.

The Vendor invoice page consists of the following sections:

Vendor invoice details section

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  • Download as PDF—pressing this button downloads the invoice in PDF format.
  • Write off—this button marks the invoice as fully paid. Write off is the unpaid part of the invoice that you are not going to pay in the future, so you may want to mark the invoice as fully paid by adding a write off.

E.g. you paid your vendor 1000 EUR but they got 990 EUR because of the bank charges, and for some reason, the vendor is not going to ask you to pay 10 EUR difference.

  • Delete—this button deletes the invoice. It disappears after you link the invoice with the payment.

Note: For invoices with linked payments only the "Download as PDF" and "Write off" buttons are available.

To make all buttons available, you need to unlink the payments first. It can be done on the page of the corresponding payment to the vendor.

Vendor invoice taxes section

In the taxes section of vendor invoice page, the set of taxes is displayed according to the system and vendor's profile settings:

  • Custom taxes set - will be displayed if you apply and define a custom taxes set for the particular vendor.
  • No taxes - will be displayed if you apply the custom taxes set, but do not define any tax values for the vendor.

But in any case, you can add new percentage and absolute taxes, edit or delete еру displayed ones by pressing corresponding buttons:

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For more info, please see the Taxes in individual vendor invoice section.

Vendor invoice payables section

Here you can view, add and remove payables in unsent invoices.

To add payables press the "Add payables " button:

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For more info on vendor payables, please see the Add and remove payables section.

Vendor invoice linked payments section

If you have paid the invoice, you can record the payment by pressing “Create linked payment” button under the payable table:

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For more info on vendor linked payments, please see the Create linked payment page.

Alternatively, the payments can be created on the Vendor payments page.

The difference is that on the Vendor invoices page you can enter the payment covering only the invoice itself,

while on the Vendor payments page, you can enter the payment covering multiple invoices.

For more info on vendor payments, please see the Create vendor payment page.

Vendor payments

As mentioned above, this is the alternative way to enter the payment.

So, having paid the vendors’ invoices, you need to enter those payments in the system. To do so, complete the following steps:

1. Go to the Vendors=>Payments menu:

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It will bring you to the Vendor payments page.

Press the "New payment" button to add a new vendor payment:

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It will open the New payment to vendor page.

2. Enter the payment completed to the vendor and select the invoices covered by that payment from the list:

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Press "Save" to add the payment to the system.

Now the payment has been entered in the system and you’ve completed the payment to the vendor.

For more info on vendor payments, please see the Vendor payment creation page.

Vendor invoices list

You may view the list of all the vendors’ invoices in Vendors=>Invoices:

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For more info, please see the Create vendor invoices section.

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Clients=>Contacts

To view the list of client contacts, go to Clients=>Contacts:

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On this page you can view the list of client contacts, search them with filters, open client profiles for editing, export all the displayed table of contacts to Excel:

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For more info, please see the Client contacts page.

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Clients=>Prices

To display the list of all clients' prices, go to Clients=>Prices:

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It will open the Client prices page.

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

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  • New price - opens the New client price creation page. On this page, you can create prices for a definite client, service, language pair and specialization.

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

  • Import from Excel - opens the Import clients from Excel page where you may import the list of all clients' prices from Excel.
  • Export to Excel - exports the list of clients' prices to Excel.
  • Delete - deletes the price.

For more info on clients' prices, please see the Clients prices list page.

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Vendors=>Applications

To check the list of submitted applications by your vendors, go to the Vendors=>Applications menu:

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For more info, please see the Applications page.

Vendors=>Contacts

To view the list of vendor contacts, go to Vendors=>Contacts:

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On this page you can view the list of vendor contacts, search them with filters, open vendor profiles for editing, export all the displayed table of contacts to Excel:

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For more info, please see the Vendor contacts page.

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Vendors=>Prices

To display the list of all vendors' prices, go to Vendors=>Prices:

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It will open the Vendor prices page.

Here you can view and create prices, import or export the list of all vendors' prices from/to Excel, update or delete the particular vendor's price:

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  • New price - opens the New vendor price creation page. On this page, you can create prices for a definite vendor, service, language pair and specialization.

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

  • Import from Excel - opens the Import vendors from Excel page where you may import the list of all vendors' prices from Excel.
  • Export to Excel - exports the list of vendors' prices to Excel.
  • Delete - deletes the price.

For more info on vendors' prices, please see the Vendors prices list page.

Filters

Filters are provided for most of the tables in the system. Use such filters to hide the information you don’t want to be displayed.

Let’s take the Projects page as an example:

Click the Projects=>Projects list menu on the top panel to display the list of projects:

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The following filters are provided for that list:

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Enter necessary data into the appropriate fields and press the "Apply" button.

For more info on projects filters, please see the Search projects with filters page.


For further instructions on how to search the required data with filters, please click the corresponding link:



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Reports

You can generate various business reports in the system. In this way, you can analyze the financial results of your activity for a defined period of time.

Click the Reports menu on the top panel and choose the required item:

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Each of these menu screens is described below.

General finances

These reports show dynamics of how income, expenses and profit change over months.

To view the General finances reports, go to Reports=>General finances:

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On this page, you can see the following reports:

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

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Managers

Here you may see your finances reports for each project manager of your team.

To view the Finances per manager by project balances reports, go to Reports=>Managers=>Finances by project balances:

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On this page, you can see the following reports:

For more info on managers reports, please see the Finances per manager by project balances reports page.

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Clients

This menu screen contains several submenus:

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Each of them is described below.

Finances by project balances

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

To view the Finances per client by project balances reports, go to Reports=>Clients=>Finances by project balances:

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On this page, you can see the following reports:

For more info on these reports, please see the Finances per client by project balances reports page.

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Income by invoices

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

To view the Monthly income per client by invoices reports, go to Reports=>Clients=>Income by invoices:

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On this page, you can see the following reports:

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

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Income by payments

These reports show how the clients were paying you.

To view the Monthly income per client by payments reports, go to Reports=>Clients=>Income by payments:

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Here you may see the following reports:

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

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Vendors

This menu screen contains several submenus:

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Each of them is described below.

Expenses by invoices

These reports show the monthly amounts of your vendor invoices.

To view the Monthly expenses per vendor by invoices reports, go to Reports=>Vendors=>Expenses by invoices:

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Here you may see the following reports:

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

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Expenses by payments

These reports show the monthly amounts of your vendor payments.

To view the Monthly expenses per vendor by payments reports, go to Reports=>Vendors=>Expenses by payments:

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Here you may see the following reports:

For more info on these reports, please see the Monthly expenses per vendor by payments page.

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Language pairs

Here you may see your finances reports for each language pair you work with.

To view the Finances per language pair by project balances reports, go to Reports=>Language pairs=>Finances by project balances:

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On this page, you can see the following reports:

For more info on language pairs reports, please see the Finances per language pair by project balances reports page.

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Services

Here you may see your finances reports for each service based on the receivables.

To view the Finances per service by project balances reports, go to Reports=>Services=>Finances by project balances:

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On this page, you can see the following reports:

For more info on services reports, please see the Finances per service by project balances reports page.

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Export data

On every page (quotes, projects, jobs, invoices, payments etc.) you can export the tables into xls.

Let’s take the Projects page as example:

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If you press "Export to Excel", you will get the file with exported data and will be able to use it for backup, analysis, import or any other purpose you might need.

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




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.

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