Best Practices

The Hidden Costs of Website Translation Services vs a Localization Platform

A sophisticated localization platform may not actually exceed the cost of website translation services, especially once you’re continuously delivering to diverse markets.
Gabriel Fairman
2 min

A sophisticated localization platform may not actually exceed the cost of website translation services, especially once you’re continuously delivering to diverse markets. In fact, international corporations that operate with an experienced localization partner are typically saving thousands in hidden human costs, which makes a positive return far more likely.

What are the Real Costs of Website Translation Services

Plenty of companies haven’t yet discovered that a localization platform backed by robust content systems integration can save them immense time and effort. They’re still wrangling multiple vendors, an ever-growing workload, fleeting quality assurance, disorganized records, and an uncertain grip on the bottom line.In addition to the per-word price of standard translation services, here’s what this challenging commitment costs:


On-demand translation services claim to work fast, but they fail to mention the massive time sink that their clients take on. If you’re running your company’s translations through individual vendors, your team will spend countless hours on file versioning, exporting, and uploading. As project managers know, there’s also a ton of time involved in getting in-market reviewers to sign off on multilingual content.Throughout this process, you’ll track each project through various hands. Your team will waste full days hunting down materials and handling the minutiae of this inherently chaotic workflow. From start to finish, you’ve spent at least twice as many hours to get content in front of your international audience as you would with a centralized localization system.

Human Resources

Someone has to handle the constant flow of translation requests in an international corporation. This project manager is the one keeping careful watch over a mess of spreadsheets for every target market. They focus their attention on shuffling files among your internal marketing team, translation vendors, in-market reviewers, and internal developers. However, a project manager’s real potential lies in their creative influence on your product and your brand. Under this outdated model, they’re stuck sending thousands of emails instead of focusing on forward momentum.Without a centralized and automated localization platform, you’re also tying up countless hours of your developers’ time. As they manually implement your newly translated content each week, you might as well be watching their working hours drip down the drain.


Most language service providers (LSPs) operate behind a big black curtain. You submit your files, and the cheapest and most available translators work behind the scenes to produce a finished deliverable. The entire process is more-or-less random. You have zero insight (or oversight) into what’s actually happening with your content. You don’t know who their translators are or what credentials they possess. And even if you wanted to, you can’t ask why those translators made the choices they did. The one-directional system isn’t set up that way—for that kind of transparency.If you’re working with multiple vendors, quality inherently suffers because you’ll never achieve a consistent brand voice with your international content. You won’t be working with translators who know and care about your company and your product. And because it’s nearly impossible to measure competence and ROI within this system, quality assurance becomes one of your biggest challenges.

4 Benefits of a Centralized Localization Platform

On the other hand, if you organize your translation needs through a localization platform, you’ll be able to manage all of that mess more efficiently. This crucial differentiator tightens up everything in the localization process. The hidden costs of a scattered translation process are completely eliminated when you move your projects into a centralized, streamlined workflow. You’ll save yourself from the expensive and hidden costs of website translation.You’ll also gain additional benefits that matter even more:

1 – Full Automation

The best content localization platforms connect directly to your content systems and code repositories through CLI/API integration. They automatically pull translatable content from the original source, so you don’t have to waste time exporting files and sending emails. That automatically shaves hours off of each project. But the best localization platforms go even further. By instantly substituting high-quality machine-translated content while linguists perfect a fully localized deliverable, the platform ensures that your website or mobile app is already live in your target plural languages. And sophisticated computer-aided translation (CAT) tools enable your translation memories and terminology databases to be applied consistently, ensuring that your translations are authentic and engaging in your target locales.Once your localized content is in production, thorough testing to preserve the full digital functionality of your assets is key. From your perspective, the entire process is automated. You can step in at any point to see the work that’s being done, and yet the platform doesn’t depend on your oversight in order to keep up with your expectations. This level of transparency really does enable accountability.

2 – Centralization

With a localization platform, all translation projects move through one virtual workspace—no spreadsheets or other file management needed. Centralization is an incredible boon to project managers, but with the best localization platforms, that benefit goes beyond convenience. There’s a new frontier in the partnership between machine learning and human creativity. When your company uses a comprehensive localization platform, AI learns which translators perform the highest-quality work for your content in each target language. Based on this data, the platform automatically assigns new content strings to the translators who produce the best, most appropriate content for the locale in question. Over time, your content automatically gets cleaner and your ROI increases exponentially.

3 – 100% Transparency

With a localization platform, each piece of content moves through the workflow with complete transparency. Thread-based communication is present at each stage in the process. If you step inside a particular project on the platform, you’ll know exactly who’s working on a translation at that time, and you can observe a clear “paper” trail of their decisions. Your project managers can collaborate with translators and in-market reviewers or make adjustments in real time. And you can see everything that’s happening as it’s happening. With this level of transparency, every person who touches your content is held accountable for their work. When you work with a pioneering localization platform that places a premium on transparency, you’re effectively tearing down the black curtain. Quality assurance is no longer an issue.

4 – Consistent Brand Voice

The best LSPs do more than just connect you to a partner CAT tool for localization; comprehensive platforms extend the ability to create terminology entries with robust workflows and additional metadata that are not common in standard CAT tool environments. When you can search for and edit bilingual translation units in your company’s translation memory (TM), consistent content and brand voice are real possibilities in all markets. Multiple TM repositories allow you to keep straight various brands or types of content. Along with term bases (TBs) to standardize definitions, usage examples, parts of speech, and do not translate terms, you’re prepared to localize quality content efficiently over the long term.

Getting Started with Comprehensive Localization

Truthfully, the price may not vary all that much between standard website translation services and a centralized localization service. But the costs of website translation services are far more than just dollars on the bottom line. By partnering with a localization company that offers comprehensive end-to-end translation solutions, you’re saving invaluable time and human resources.We founded Bureau Works under the standard LSP model you may be used to. But as we—and our clients—quickly outgrew that system, we were determined to find ways to transform our company and the language industry from the inside out. From our beginnings in standard translation, we know exactly how those services work. That’s why we created a comprehensive localization platform—to transcend expectations and create an entirely new way of thinking about multilingual content.We provide our global enterprise clients with a dedicated team of qualified translators and a comprehensive platform that’s backed by powerful AI and data analysis tools. By partnering with us and our centralized localization platform, you’re setting your company up for true localization success.AtBureau Works, we’re proud to offer international corporations a new way to go global. We work closely with each of our clients to fill the platform with resources and tools that make localization achievable—without sacrificing time, effort, or quality. It’s time to cut the cost of website translation services and invest in true localization.Contact our teamto get started.

Written by Aaron Schliem

Aaron is the chief marketing officer for Bureau Works. He also loves to tickle the ivories and is a wiz at designing cocktails.

Collaborative translation is a powerful tool for your business if you’re looking to expand to new global markets. By coordinating a team of professionals who work together in real-time, you can quickly deliver high quality translations that resonate with local audiences.

But what if you don't know how to synchronize a large team's efforts? Or are you‌ struggling to find the right software for a well-coordinated translation process? Well, look no further! In this guide, you'll learn all the know-how's of collaborative translation to bring your brand to global audiences.


  1. What is collaborative translation?
  2. Why seamless translation collaboration is important
  3. Best practices for collaborative translation and global market success

What is collaborative translation?

Collaborative translation is when multiple people simultaneously work together to translate content. A collaborative translation process often makes use of specialized tools and software to make sure the translation is quick, accurate, and consistent.

  • Example: Let's say you're a B2B SaaS company looking to translate your marketing materials into a new language to connect with potential clients abroad. Use collaborative translation to bring together translators, developers, and other specialists to translate content into many languages at once.

Your team can use a collaborative translation platform like Redokun to work on projects simultaneously. A coordinated workflow will make sure that your translations use the same terminology and style, improving the quality of the translated product for your target audiences.

Collaborative Translation vs. Crowdsourcing

People often confuse collaborative translation with crowdsourcing and think the two are the same. However, these approaches to translation are different.

Crowdsourcing is when a large group of people contributes translations, often through an open call or invitation by a company or author. Brands can turn to crowdsourcing, community translation, or volunteer translation when they are looking to reduce costs and accelerate the process, especially for large multi-language projects.

In crowdsourced translations, the contributors can be volunteer translators, subject matter experts, or just anonymous individuals online. In other words, you may not know who's worked on the translation and what their qualifications are. It makes crowdsourcing distinct from collaborative translation, where the team would be an established group of professionals you've selected

Why seamless translation collaboration is important

As a busy B2B/B2C marketing manager or project manager, you might ask yourself: Isn't the "divide and conquer" a better strategy when working on a translation or localization project? It seems logical that each project team member, including translators, designers, and editors, works on their tasks separately and step by step.

However, collaborative translation can help your team reap many benefits compared to a traditional approach to translation projects:

Reasons why seamless translation collaboration is important
  • Produce high-quality translations consistently. When your whole team works on a translation project simultaneously on one platform, it's easier to stay in context and keep track of the translation accuracy for every target language. On top of that, your team can conduct agile QA throughout the project cycle.
  • Faster turnaround times. By working together, your team can complete projects faster and more efficiently. Centralization saves a lot of time at every stage of translation. And since your team can work on more than one translation at a time, you can publish your translated content in several new markets at once.
  • Reduced costs. You get to improve efficiency while working with a smaller team of translators. The smaller and more coordinated the team, the less the risk of costly translation errors. It means reduced translation costs and better project budget compliance.
  • Increased flexibility. Collaborative translation allows your team to produce translations into many languages at once and easily make changes to any project document. You can conveniently engage in a feedback loop and guarantee a continuous localization process.
  • Better communication. Collaborative translation effectively brings all members of your localization team together on one platform. It helps you make sure that everyone is working toward the same goals ‌and simplifies overall localization management.

Six best practices for collaborative translation and global market success

To be great at collaborative translation, you need to approach it strategically. Even if you've never used this approach before, you can follow the six steps below to build an efficient collaborative translation workflow. And if you're already familiar with this method, these practices will help you improve the way you collaborate on any translation projects.

Six best practices for collaborative translation for your global business success

1. Work out a detailed project plan

Before you start working on translations together, you need a clear-cut project plan. You should first identify the following items.

  • Project timeline: Define crucial deadlines, project milestones, and the overall project duration.
  • Translation volume and key deliverables: Calculate the general word count, and determine the workload for every language pair if you translate into multiple languages.
  • Project budget: Keep in mind possible added and hidden translation costs.
  • Project team: Define what kind of specialists you need: translators, editors, proofreaders, etc. Will you need to find external translators? Consider all your HR needs in advance.
  • Your approach to the translation process: How much do you want to rely on machine translation? At what point will you edit translated strings? Answer all these questions before you go on.
  • Quality assurance protocol: Establish an efficient QA procedure for all the language pairs you're working on.

It may sound like a handful but the more detailed the plan, the more streamlined the translations will be down the road. Besides, you can already use Redokun to boost this stage of the localization process!

Redokun is a translation management system you can use to automate, coordinate, and optimize your translation processes from content creation to publication.

Redokun simplifies your project planning. In particular, you can use the tool to:

  • Monitor your ongoing translations easily. Keep track of all of your translation files and projects across multiple languages in one space, and check their progress at a glance.
Redokun Document Detail Page
  • Meet deadlines with digest emails. Redokun will send you daily or weekly email digests to update you on the progress of translations. From there, you can initiate one-click reminders to your translators who are potentially falling behind schedule.
  • Making budget planning easier. Redokun has a transparent, scalable pricing structure that will cover exactly the volume of work your project needs.
Redokun is an easy-to-use tool that requires no onboarding. Your team can start using all the system’s features right away. During your project planning stage, you won’t need to factor in a lengthy training period to introduce team members to the tool.

2. Divide tasks and assign responsibilities the smart way

Good collaboration is impossible without a well-planned distribution and organization of roles and tasks. Ensure that every team member is on the same page and understands their respective responsibilities.

For example, the project managers should divide ‌translation tasks among translation team members according to their language proficiency, area of expertise, or subject matter knowledge.
  • On Redokun, you can invite translators to work on different language pairs and content types depending on their skills. All you need to do is enter the translator's email. The software will send them an email invitation and let you know once they've started translating the file.
  • You can also invite several translators to work on one document.
How to invite translators to Redokun

To maximize the efficiency of project management and task division, establish a clear structure of your workflow. Make sure all your pages, files, and folders are well organized and team members know where to find necessary resources for their respective tasks. A centralized, cloud-based storage for all your documents is a must.

  • Redokun is a cloud-based software that makes file management easy. You can create folders and customize permission settings for multiple users for better organization. No more need to look for spreadsheets and lost documents scattered around different digital locations.
  • Don't forget to make the most of the Reporting Dashboard. It shows you the status of the translation project and helps you see how users distribute tasks (for example, what methods they use to translate different content segments).
Redokun Dashboard with translation statistics

3. Enhance the collaborative translation process with clear communication

It's important to have open communication channels among all team members in your translation project, including internal and external translators. For a successful collaboration effort, you need a shared communication space to:

  • Conduct regular check-ins.
  • Discuss translation options and other aspects of the working process.
  • Update and adjust requirements and guidelines.
  • Maintain feedback loops.
It's up to you to choose between email, messengers, or tools like Google Drive or Slack to keep your collboarative operations flowing. However, using multiple channels for different aspects of the project can get messy. It's harder to manage your team and make sure all collaborators are up to date on the ongoing translation tasks.

You can avoid these potential problems by centralizing all your communications and project management. With translation software like Redokun, you can manage, translate, communicate, and collaborate — all in one place.

  • Translate content in context. Your translators or editors can use page previews in Web Editor to understand the context of the text while working on it.
  • Work together in real-time. Use Redokun as a full-scale collaborative translation platform. It enables real-time cooperation among your team members, improving efficiency and reducing communication errors.
  • Use comments, mentions, and notifications to exchange feedback quickly. Redokun's Web Editor is a convenient place to stay in touch and discuss your translation progress every step of the way.
Collaboration feature in Redokun
  • Create a hybrid workflow. Work with your in-house teams or external translators to suit different localization project formats and scalability needs.

4. Use machine translation and translation memory tools

Computer-assisted translation tools are a great addition to human translation. Machine translation (MT) helps your collaborators speed up the localization process by automating translation. Of course, it doesn't have the quality of a human professional translation — it’s more like a helping hand that's always there to facilitate the translation of complex phrases or new terms.

  • Redokun is integrated with two Machine Translation tools: Google Translate and DeepL. Translation suggestions by these two tools pop up right below where the translator should key in the translation, as shown here.

To enhance collaboration even further, consider using translation memory tools. They ensure consistency and save translation software users a lot of time.

Translation memory (TM) is a translation technology that stores previously translated sentences or phrases as segments and creates a unique database for your localization projects. You can reuse your translation to increase efficiency and consistency in ongoing and future translations.

With Redokun as your collaborative translation platform, you can leverage TM to:

  • Consistently translate any repeated word, phrase, or sentence across different language pairs and documents. It's especially important for translating technical terms, marketing slogans, CTAs, and other catchphrases. Translation memory helps you stay consistent in your marketing messaging.
  • Pre-translate your entire documents. Combine TM matches from your previous translations with Machine Translation to get a fully pre-translated document even before your team gets to work.
  • Manage your translation memory database. Import and customize your TM database to further improve translation quality and consistency.
”The speed of translation is quite impressive in that it doesn’t take [much time], maybe a couple of minutes when you translate from English to eight markets. I think that’s what I’m most impressed by.”

Read more about how Kenni and the marketing team at Rockfon increased their translation productivity by 70% using translation memories and other Redokun features

5. Use glossaries and style guides

Glossaries and style guides are valuable resources your team can use for reliable reference.

A glossary is a list of terms and their corresponding translations that are specific to a company or industry.

A style guide outlines the preferred tone, voice, and style for a company's marketing materials across markets and languages.

Your collaborators can refer to these resources when they’re not sure about a translation. For example is when they're deciding how to translate a company abbreviation, whether to the Oxford comma, or choosing the right tone to address customers, etc. No more ambiguity about linguistic, stylistic, and cultural aspects of your translations.

  • Use Redokun's glossary feature to create a glossary and style guide that outlines rules for spelling, grammar, punctuation, terminology, and tone specific to your project.
Redokun glossary feature preview

6. Continuously review and revise

A key benefit of a collaborative translation platform is the ability to review and revise translations in an agile and efficient manner. By involving multiple specialists in the process of editing and QA, you can guarantee accuracy and consistency in the translated content at every stage of the project.

To implement effective review and revision procedures in your collaborative translation projects, it is important to:

  • Plan for review and revision in advance. Identify who will be responsible, set the timeline, and use specific tools.
  • Consider involving in-country reviewers who are familiar with the local market and culture to ensure that the translations are accurate and appropriate for the target audience.
  • Perform regular QA checks. They should include consistency in terminology and formatting, and verify that the translations are free from grammatical errors and typos.
Pro-tip: Ever experienced the headache of having to update a translation that’s already 70% done when there is a last-minute change to the source document?

With Redokun’s revision feature, you don’t have to spend hours poring over Excel sheets and comparing files to spot the places where new words have been added or sentences have been changed. Just upload the latest document version and the system will identify new text that needs translating — saving your team’s time and effort while keeping previous translations intact.


Collaborative translation is an excellent approach if you want to improve the consistency of your translations, reduce costs, and establish a strong presence in global markets.

The key to seamless collaboration is a combination of careful planning, role distribution, agile QA, and smart use of translation software.

Make Redokun part of your collaborative translation efforts and enhance the pace of your global business growth‌. Start your 14-day free trial today and benefit from a quicker and more streamlined translation workflow.

Till next time,


Gabriel Fairman
This is some text inside of a div block.
Text Link
This is some text inside of a div block.
Text Link

Try Bureau Works Free for 14 days

ChatGPT Integration
Get started now
The first 14 days are on us
Free basic support