Is a manual available for the portal?

Yes. You received the manual in the email with the starter’s package.
In addition, you can always click on the question mark in the black header at the top right and then click on Help in the drop-down menu. Although the site it takes you to is in English, it does contain a lot of general information about using the portal.

What browser is the best to use?

Our portal works in all browsers, but we recommend that you use Chrome, Firefox or Opera.
These browsers must be up-to-date, however.
Chrome – version 50.0 or newer.
Firefox – version 50.0 or newer.
Opera – version 34.0 or newer.

I’m having trouble signing in

You sign in to our portal using the email address we have for you. The email address is case sensitive. The first time you sign in, click on I forgot my password in order to create your own password. Your password must comprise at least eight characters, with at least one capital letter and at least one symbol.

I did not receive a password for the portal

You sign in to our portal using the email address we have for you. The email address is case sensitive. The first time you sign in, click on I forgot my password in order to create your own password. Your password must comprise at least eight characters, with at least one capital letter and at least one symbol.

Is the portal available in other languages as well?

Yes. The portal is available in several languages. You can select the desired language at the bottom right-hand of the homepage.

What is the purpose of the Register button?

Translators who do not yet work for us can sign up using this button. If you do not yet work for us but would like to, enter your details there. The Resources department will then contact you for any additional questions and a test translation.

I have delivered my translation, but I want to change something. Is this possible?

Once you have delivered your translation, you can no longer make any changes. Please contact the Client Manager or the Project Manager. He or she can give you access to the translation again. You can see who the Client Manager or Project Manager for this project is on the right-hand side of the screen under Project Manager.

I have access to the job, but I can’t open the files

The start date of the project is displayed on the right. You cannot access the files before the start date because we probably don’t have the files yet. You can access the files once the start date and time have passed. If the start date and time have already passed and you are unable to open the files, please contact the Client Manager or the Project Manager. You can see who the Client Manager or Project Manager for this project is on the right-hand side of the screen under Project Manager.

I have included all of my completed jobs on an invoice, but they suddenly reappear in the list of jobs to be invoiced.

It is important that you look at the first two figures of the project number. The first two numbers indicate for which Livewords branch an assignment is. Please make sure that you invoice per branch, which entails only putting projects with the same first two figures together on an invoice. This means that, if you send monthly invoices, you may have to create more than one monthly invoice: one per branch.

Livewords (formerly Transform) 01
Balance 10
Livewords 01
BB&TW 05
Livewords Legal (formerly Words at Work) 06
Livewords Legal (formerly Engels & Partners) 07

Can I include all of my completed jobs on a single invoice?

Yes and no. It is important that you look at the first two figures of the project number. The first two numbers indicate for which Livewords branch an assignment is. Please make sure that you invoice per branch, which entails only putting projects with the same first two figures together on an invoice. This means that, if you send monthly invoices, you may have to create more than one monthly invoice: one per branch.

Livewords (formerly Transform) 01
Balance 10
Livewords 01
BB&TW 05
Livewords Legal (formerly Words at Work) 06
Livewords Legal (formerly Engels & Partners) 07

What is time tracking and how does it work?

Time tracking is a management tool that we will not be using. It does remain visible in the portal, but you may disregard it.

How can I see what I have or have not already invoiced?

Go to Jobs in the portal. You have delivered the jobs listed under Completed Jobs and you can therefore invoice these.

How do I create an invoice?

Go to Jobs in the portal. Under Completed Jobs, click on Add New Invoice. Select the jobs you want to add to your invoice. It is important that you look at the first two figures of the project number. The first two numbers indicate for which Livewords branch an assignment is. Make sure that you invoice per branch, which entails only putting projects with the same first two figures together on an invoice. This means that, if you send monthly invoices, you may have to create more than one monthly invoice: one per branch.

Livewords (formerly Transform) 01
Balance 10
Livewords 01
BB&TW 05
Livewords Legal (formerly Words at Work) 06
Livewords Legal (formerly Engels & Partners) 07

Once you have added all the jobs to an invoice, enter the necessary data, i.e. the invoice date (Invoice Date), your own invoice number (Invoice No.), etc. Please do not upload any invoice files you created yourself. Unfortunately, the attachments are not forwarded to our Finance department and are therefore not taken into account. Click on Add Invoice to save the invoice. A pop-up will ask you whether you would really like to add the invoice without files. Click Yes, Add Invoice Without Files. It will be sent to Livewords automatically. Please make sure that all the information on the invoice is correct. Once you have clicked Add Invoice, it will not be possible to make changes.

When will my invoice be paid?

When you create an invoice in the portal, the due date of the invoice will be calculated at Payment Due based on the conditions that you agreed with Livewords. If you invoice via the portal, your invoice will be paid within 30 days. If you create and send an invoice outside the portal, Livewords applies a payment term of 42 days.

How can I tell whether my invoice has been paid?

Please go to the Invoices tab. Any invoices you have created but have not yet been paid in full will be visible under Unpaid / Partially Paid Invoices. Any invoices that have been paid in full, will be visible under Paid Invoices.

Can I access my details, rates and areas of expertise?

Yes. To do this, sign in to the portal and go to Profile.

Can I change my rates myself?

Yes. To do this, sign in to the portal and go to Profile. Next, click on Edit to modify your details. Please bear in mind that the new details must be approved by our Resources department before they take effect. Modified rates will not be applied to current projects with retroactive effect. You can only change your rate per word, not the CAT discounts when translation tools are used.

I have moved house. Can I change my address myself?

Yes. To do this, sign in to the portal and go to Profile. Next, click on Edit to modify your details. Please bear in mind that the new details must be approved by our Resources department before they take effect.

Can I change my areas of expertise myself?

Yes. To do this, sign in to the portal and go to Profile. Next, click on Edit to modify your details. Please bear in mind that the new details must be approved by our Resources department before they take effect.

I am a translation agency. Can I manage my own users?

Yes. To do this, sign in to the portal and go to Profile. You can manage the account users at Users. Click on a user’s name to access the corresponding details. You can also click on Edit to change the rights these users have, for example.

I want to deliver my translation. What do I need to enter at Category if I have uploaded a document?

At Category, select the type of file you have uploaded. For example, if it is a translation, select Translated Document. It is no longer possible to upload a separate file with. Enter your comments in the Notes for Project Manager field. Always check whether you have marked everything correctly. If you mark the translation with the wrong category by mistake, the system will not recognise your translation as a translation, and the Client Manager or the Project Manager cannot import the translation and deliver it to the client, or any automatic processes will freeze.

I want to add a comment to the delivery of my translation. Where can I do that?

You can add comments at the bottom of the job at Notes for Project Manager. You cannot upload these as a separate file.

I use SDL Trados Studio. What changes for me?

At Livewords, we feel it is important to be able to guarantee our clients consistency. That is why we use CAT (Computer-Assisted Translation) tools so that the translations are saved in a translation memory and in the case of new assignments or a new version, they may be reused (in part). We only do not use a CAT tool for scans or pdf files. For modifiable files such as Word, Excel, etc., we therefore expect our translators to work with memoQ. Click here to

download memoQ:
https://www.memoq.com/en/memoq-translator-free

Please note that you will be able to continue to work using SDL Trados Studio for certain clients. If SDL Trados Studio is to be used for a client, the Client Manager will inform you in the job invitation.

I use memoQ. What changes for me?

Practically nothing will change for translators who already use memoQ, except for the fact that Livewords will now be using memoQ 8.5. You can translate for Livewords in memoQ 2015 or a later version. In other words, things will only become easier for you. We only do not use a CAT tool for scans or pdf files.

I work using a Mac computer. How can I work in memoQ?

You can use memoQ on a Mac. However, you will need a Virtual PC for that before you can install and use memoQ. The minimum system requirements for a Mac to run memoQ on a Virtual PC are 4+ GB RAM and an i5-equivalent CPU or better. You can find more information on the memoQ support page: https://support.memoq.com/index.php?/Knowledgebase/Article/View/151/26/memoq-on-mac

I use CTMS/Wordbee. What changes for me?

At Livewords, we feel it is important to be able to guarantee our clients consistency. That is why we use CAT (Computer Aided Translation) tools. Until recently, we used CTMS (Wordbee). However, we understand from your feedback that CTMS does not always work properly. And that is why we chose one of the larger market parties: memoQ. For modifiable files such as Word, Excel, etc., we therefore expect our translators to use memoQ. And don’t worry, you don’t necessarily have to purchase your own memoQ licence as well. You can download memoQ here: https://www.memoq.com/en/memoq-translator-free

I never use a CAT tool. What changes for me?

At Livewords, we feel it is important to be able to guarantee our clients consistency. That is why we use CAT (Computer Aided Translation) tools so that the translations are saved in a translation memory and in the case of new assignments or a new version, they may be reused (in part). We only do not use a CAT tool for scans or pdf files. For modifiable files such as Word, Excel, etc., we therefore expect our translators to use memoQ. You can download memoQ here:
https://www.memoq.com/en/memoq-translator-free

I translate scans and pdf files on a regular basis. What changes for me?

In this case, only the transition from extranet to the portal changes. Scans and pdf files will still be translated in the online editor. However, the editor will be getting a makeover!

I use an accounting program. What about invoicing?

If, as a translator, you invoice via the portal, we will pay your invoice within 30 days. It is still possible to send separate invoices. However, the payment term of 42 days will remain in effect as a result. It is not possible to link the accounting program to the portal. After you have created an invoice via the portal however, you can download a pdf of the invoice and use it for your own records.

How can I tell which branch a translation that is offered to me via the portal is for?

If you work for several branches within Livewords, it is important for you to invoice per branch. You can recognise the various branches using the first two figures of the project number:

Livewords (formerly Transform) 01
Balance 10
Livewords 01
BB&TW 05
Livewords Legal (Words at Work) 06
Livewords Legal (formerly Engels & Partners) 07

Can I include several projects on my invoice?

Yes, but if you work for several branches within Livewords, it is important for you to invoice per branch. You can recognise the various branches using the first two figures of the project number:

Livewords (formerly Transform) 01
Balance 10
Livewords 01
BB&TW 05
Livewords Legal (Words at Work) 06
Livewords Legal (formerly Engels & Partners) 07

I disagree with the amount to be invoiced stated in the portal

If you believe that the amount to be invoiced in the portal is incorrect, please contact the Client Manager you were in contact with regarding the project.

I uploaded an invoice file in the portal when invoicing, but it was not taken into account.

That is correct. Unfortunately, the attachments are not forwarded to our Finance department. If there are any particulars or if the amount is incorrect, please contact the Client Manager for whom you completed the project.

I generated an invoice, but I can’t see it in the portal.

Invoices are not visible in the portal until these have been approved by Livewords.

I have invoiced jobs, but they suddenly reappear in the list to be added to an invoice.

This occurs if your invoice is rejected. For example, your invoice will be rejected if you have included projects for different branches in a single invoice. Unfortunately, that is not allowed. Please make sure that you send an invoice per branch. If you work for several branches within Livewords, it is important for you to invoice per branch. You can recognise the various branches by the first two figures of the project number:

Livewords (formerly Transform) 01
Balance 10
Livewords 01
BB&TW 05
Livewords Legal (Words at Work) 06
Livewords Legal (formerly Engels & Partners) 07

When can I invoice a translation that I have done?

Once you have clicked I Finished The Job in the portal, the project will appear in the list of projects to be invoiced and you can add it to an invoice.

How does the invitation policy for translators work in the new portal?

If you are invited for a project, you will receive a notification by email.
In addition, you can click on your Job Offers in the translator portal, where you can see all the projects for which you have been invited. For each invitation you will also see under Expires how much time you have to accept the invitation.

How can I create an invoice in the portal?

Click on the Add New Invoice button under Completed Jobs to create an invoice for a completed project. You can then find these invoices at Invoices under Unpaid / Partially Paid Invoices. You can also include several jobs on a single invoice.

If I invoice my projects via XTRF, do I also have to include an invoice I prepared myself?

No. That is not necessary. You can download a pdf of the invoice from the portal for your own records.

What is the payment term for my invoice?

If you invoice via the portal, your invoice will be paid within 30 days. If you would prefer to send your own invoice as a pdf by email, it will be paid within 42 days.

How do I get a copy of an invoice?

After you have generated an invoice in the portal, you can download the invoice as a pdf file.

I have delivered my translation. How long will the files be available for me?

Once you deliver the files, they are no longer available via the translator portal. If you delivered an incorrect file, please contact the Client Manager or the Project Manager of the project.

I am an interpreter and a translator for Livewords. How do I announce my holidays?

If you don’t want to receive any translation assignments, you can indicate this in the translator portal. If you don’t want to receive any interpreting assignments, you can indicate this in the interpreter portal. Please note that you will have to enter your holidays for the translator portal and the interpreter portal separately. The portals are currently not linked. Using the translator portal, you can easily inform us of your holidays under Holidays.

How do I receive my POs?

You can download POs from the translator portal. In the portal, go to Jobs and select the job for which you want to download the PO. Next, under Overview at the right-hand bottom of the screen, you will see, among other things, the total amount that you will receive for the delivery of the job. You can click on Download Purchase Order next to this total amount. Please note that this amount may change depending on the arrangements made with the Client Manager or Project Manager, especially if the target language is used to count the number of words instead of the source language. In other words, don’t download the PO until you know that this amount is correct.