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AI agent for translators

Translation Project Intake and Scope Agent

Turn every incoming request into a clear scope, a quote and a short list of questions.

PlanningAutomationWriters
See how it worksGet access
Translation Project Intake and Scope Agent: what goes in, what the agent does and what you get

What it does

A translation request often arrives as an email with a few files and a vague deadline, and the translator discovers later that the files include scans, images with text, or a terminology list nobody mentioned. This agent reads the request and files, counts words and checks the file types, including whether text can be extracted and how much repeats. It checks what is missing: language pair and variant, audience, formatting needs, deadline, reference material and terminology. It drafts a quote from the translator's rates and a list of questions for the client, and rechecks after replies. It never sends the quote or the questions. The translator approves. Edge case: a scanned PDF is priced with an OCR line and flagged for a quality check.

How it works

Follow the arrows from top to bottom. The orange dashed arrow is the loop: when a check fails, the agent goes back and tries again.

Start and resultWhat it doesA check on its own workWaits for your OKGoes back and retries
Yes, continueApprovedYes, continueNoNo 1 STARTS WHEN Request arrives 2 USES A TOOL Read the request and open the files 3 CHECKS THE RESULT Can the text in each file be extracted and counted? If not: mark scans or images, estimate with OCR, and adda flag to the quote. Back to step 2. 4 DOES Count words and repeated segments 5 DOES Check language pair, variant, audience, format anddeadline 6 USES A TOOL Check the capacity calendar for the deadline 7 DOES Draft the quote with rates and assumptions 8 DOES Draft questions about missing details 9 YOU APPROVE Translator approves the quote and questions 10 CHECKS THE RESULT Did the client's replies resolve every question? If not: update the scope and quote and list what remainsopen. Back to step 4. 11 RESULT Confirmed scope and quote
Read the steps as a list
  1. Request arrives
  2. Read the request and open the files
  3. Can the text in each file be extracted and counted?If not: mark scans or images, estimate with OCR, and add a flag to the quote. Back to step 2.
  4. Count words and repeated segments
  5. Check language pair, variant, audience, format and deadline
  6. Check the capacity calendar for the deadline
  7. Draft the quote with rates and assumptions
  8. Draft questions about missing details
  9. Translator approves the quote and questionsThe agent waits here for your OK.
  10. Did the client's replies resolve every question?If not: update the scope and quote and list what remains open. Back to step 4.
  11. Confirmed scope and quote

How it decides

It marks a request ready to quote only when language pair, word count, format and deadline are clear. Anything unclear becomes a question, not an assumption.

  • Ask rather than assume when a language variant is unclear
  • Price OCR work as a separate line
  • Apply repetition discounts only if the translator's rules allow
  • Warn when the deadline would exceed capacity

Make it yours

Every agent is a starting point. You choose these settings for your own situation.

  • Rates and discounts
  • Quote validity (default 14 days)
  • Question list template
  • Capacity limits
  • File types accepted

What keeps you in control

It always asks you first

  • The quote
  • Questions sent to the client
  • Acceptance of the job

Hard limits

  • Never send a quote or accept a job
  • Never guess a language variant

It stops when

  • Done: scope confirmed
  • Stop: client does not reply within the quote validity

Set it up

We guide you through the set-up, step by step

Members get the full set-up guide for this agent. No technical skills needed: you copy, paste and upload.

10 minto set it up in your AI
5 AIsChatGPT, Claude, Copilot, Gemini, Grok
  • One set of instructions to paste into your AI, with the clicks for ChatGPT, Claude, Microsoft 365 Copilot, Gemini and Grok
  • The agent then walks you through connecting your own data, one source at a time
  • A downloadable copy with the flow chart, the rules and the full guide
Get access to this agent

An example run

What happensA client sent 3 files for a Spanish to English job due Friday. Two were Word files with 4,800 words, and one was a scanned PDF of 22 pages. The agent estimated 6,100 words with 8% repeats, drafted a quote, and flagged OCR. It asked about the English variant and a term list. The client replied US English, and the translator approved a Monday deadline.

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