Importing jobs for payment

You can add several jobs in one go by importing them to Smartcat as an Excel spreadsheet. This section describes how to prepare, save, and upload a job register.

Job register structure

Each row in the Excel spreadsheet listing jobs for payment must contain the following fields:

Field name Description
Contact email Supplier's email address
Supplier Supplier’s full name
Service The service provided by the supplier. Select the relevant option from the drop-down list.
Description Additional details on the provided service
Source language The job's source language. Select the relevant option from the drop-down list. Refer to Language pair selection below for details.
Target language The job's target language. Select the relevant option from the drop-down list. Refer to Language pair selection below for details. 
Unit type The billable unit type. Select the relevant option from the drop-down list.
Unit count The amount of units in the job
Rate per unit The unit rate represented in the service currency selected in the Currency field. For details, refer to Rate-per-unit ranges below. 
Sum (formula) The total payable for the job. This value is automatically calculated by multiplying the Unit count by the Rate per unit.
Currency The currency in which the unit rate is represented. Select the relevant option from the drop-down list.
Start date The date on which the job was started. Any date format is allowed, provided that it is used consistently across the CSV.
Done date The date on which the job was completed. Any date format is allowed, provided that it is used consistently across the CSV.
External ID The ID assigned to the job in the client's system. This field is optional and should be populated only if applicable.
Supplier type Select Freelancer or Company from the drop-down list. Refer to the section Supplier type selection below for details.

Language pair selection

The requirements regarding the language pair selection depend on the value specified in the Service field.

  • If one of the following services is selected, provide both Source language and Target language, and make sure that they are not identical:
Translation Certified translation Transcreation
Glossary management Simultaneous interpreting Consecutive interpreting
Audiovisual translation Quality assurance TM management
Copywriting Transcription Interpretation services

 

  • For the following services, only the Target language attribute is mandatory. The Source language field can be left empty:
Editing Proofreading MT post-editing

 

  • For the following services, neither the Target language or the Source language is mandatory. Both fields can be left empty:
Training Project management Desktop publishing
Notarization Legalization/Apostille Other services related to translation

Rate-per-unit ranges

When specifying the rate per unit, make sure to remain within the pre-defined ranges. The allowed minimum and maximum values represented in USD are listed below:

Unit Minimum Maximum
word 0.0005 1
page 0.125 250
symbol 0.00007 0.14
hour 1 1000
minute 0.01 17
document 10 1000

Supplier type selection

When importing a job for payment, you need to indicate the payee type in the Supplier Type field. Two options are available: Freelancer or Company.

  • If the field is not populated, the system assumes that the supplier type is Freelancer
  • If Company is selected as the supplier type, the payment will be remitted to the corporate account balance. The payee will be able to use these funds to pay other freelancers across the platform or request a cash out.
  • If Freelancer is selected as the supplier type, the payment will be processed as specified in the payee's account details.

Saving the register 

Before uploading a register to Smartcat, save it in the CSV UTF-8 (Comma delimited) format. Only UTF-8 encoding ensures that a CSV file will work well if it contains not only English, but also non-English characters.

To save a CSV file with UTF-8:

  1. In Excel, click File then Save As.
  2. In the Save As window choose Browse.
  3. In the Save As dialog click the Save as type drop down.
  4. Select the CSV UTF-8 (comma delimited) (*. csv) option.
  5. Click the Save button.

Using the job import template

To make things easier, you can download the template, fill out the spreadsheet with your suppliers' job details, return to the Import tab and upload the file back into Smartcat.
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