QuaHill Enterprise

What is QuaHill Enterprise?

QuaHill Enterprise is a solution for translation agencies that are not willing to compromise. It offers the maximum possible automation and flexibility in work processes. There is no limit to the number of project managers that can use QuaHill Enterprise at the same time. Their access to the various parts of the system is controlled by their assigned privileges. With the Enterprise edition, you can also divide the agency’s operations into several departments and assign user permissions for those departments. It is even possible to have multiple agencies stored in the system at once, so if you have subsidiary agencies in other countries, for example, they can all be managed in a single system.

QuaHill Web Manager versus QuaHill Client

One of the aspects that make QuaHill such a unique solution is that project managers can use either QuaHill Web Manager (a web application) or QuaHill Client ( a desktop application) for their day-to-day work. QuaHill started out as purely a desktop application because, if you have the right infrastructure for it, working with a desktop app is faster and more efficient (thanks to keyboard shortcuts, integration with Outlook, the ability to work on files directly without having to download them and then upload them again to the server after editing). Over time, however, it became apparent that increasing numbers of users needed remote access to the system that would allow them to work on the go or from home. This prompted us to start developing QuaHill Web Manager so that we could offer our customers the best solution for work both in and out of the office. This initiative meant that, by the time Covid came along and the proportion of people working from home shot up, we had a solution ready. QuaHill Web Manager is now a fully functional alternative to QuaHill Client for a project manager’s day-to-day tasks, so it is entirely up to users which tool they choose to work in. Both are included in the Enterprise edition.

What does the Enterprise edition offer?

There is no limit to the number of departments that can be defined in the system. Agency processes can then be allocated among these departments and users may have access to these departments restricted/granted. Vendors, clients, projects, quotes, etc., can all be linked to a particular department. Users who do not have access to a department will not be able to access that department’s data. If you are licensed to do so, QuaHill lets you register multiple agencies in the system at once, so running several subsidiary agencies alongside your main agency is straightforward. Again, access to them can be controlled by user privileges.
QuaHill is now able to communicate with BeLazy. BeLazy is a tool that enables you to automate the workflow between QuaHill and your client’s system (CAT tool or business management system). The interaction of these systems means that you won’t miss any projects or enquiries from the client and, depending on how you have configured QuaHill, you can even automatically receive such enquiries and generate projects from them.
The calendar is a function that shows the deadlines for translator and client jobs, invoice due dates and CRM activities in a clear graphical layout that can be toggled between day, week and month views. You won’t miss a single deadline or event.
Client management is a comprehensive record of data about clients, their pricing, contact officers, etc.
With QuaHill, you can generate jobs based on CAT analyses by tools such as SDL Trados, MemoQ, Phrase, and XTM. You can also communicate directly with Phrase, MemoQ, and SDL Trados. In Phrase, for example, QuaHill lets you create/assign vendor accounts, import source files from QuaHill, create tasks for them, and add linguists to them. When the translation is complete, you can download the target files directly from Phrase to QuaHill.
Price lists can be filed that are specific to each client and are superior to the global price lists. When a job is created for a client, a search is run in the client’s price list, and only if no price is found here is the global price list used as a basis.
If you receive purchase orders from a client and need to keep track of them, QuaHill is equipped to handle that as well.
This is a complete record of invoices for a client. Naturally, invoices can be printed, exported as PDF, MS Word, etc., and the design of the print template can be customised to suit your needs, or you can use one of our default designs downloadable here.
If you need to keep a record of business communications with clients, plan meetings, or perhaps keep track of business emails, then this is precisely what the CRM module is made for.
In response to feedback from our customers, we have added an email campaigns module. This module helps you to contact your clients and vendors by batch emailing. Recipients can be selected from the vendor list and client list. You can also import a list of new recipients from an MS Excel workbook.
The enquiry system is designed to contact vendors in bulk with a job enquiry. All it takes is a few clicks to generate a bulk email and vendors get an email with links they can click on to let you know if they are interested or available.
Global pricing is used when clients do not have their own specific rates defined in their profile.
If you get certain jobs that are repeated, it is easier to create a job template, from which you can then add jobs to the project. Job templates can be drawn up for both clients and vendors. There is no limit to the number of jobs in a single job template. A client job template can be defined in a way that includes vendor jobs.
If you use Outlook, you’ll find an add-in here that you can download and install by following these instructions. It allows you to enter projects and quotes in QuaHill directly from Outlook, including the transfer of files from an email attachment. You can even use it to create CRM activities directly from an email in Outlook.
This is perhaps the most important QuaHill feature. Complete project management. Jobs, files, deadlines, vendors, margins, quality assessment. Everything related to a project can be found in this module.
If you issue purchase orders for vendors, QuaHill lets you generate them in a few clicks. Alternatively, they can be generated automatically. Purchase orders issued to vendors are also available on the vendor web portal (in the Enterprise edition only).
Quotes for your customers can be created manually in QuaHill, generated directly from Outlook, or drawn up in response to client enquiries via the client web portal (in the Enterprise edition only), either for clients already stored in QuaHill or for anonymous (new) clients, as the client web portal includes an enquiry form for new clients that can be integrated into the agency’s existing website.
If a business is to be managed efficiently, it needs to stay on top of what is happening at the company from an analytical point of view. This is where statistics – an integral part of QuaHill – come in. Statistics give you an insight into profit, margins, trends in the language combinations you are translating, the performance of each project manager, top clients, top vendors and lots of other data you need to manage your agency. Plus, we also realise that you may have your own individual data mining requirements, so we are able to produce bespoke reports tailored to your needs.
User management is an important component of the Enterprise edition. This is a module that enables you to define QuaHill users (project managers, accountants, agency management, vendor managers, salespeople), set their access privileges to particular parts of QuaHill and, for example, work with individual project statuses.
The QuaHill Vendor API is a solution available in the Enterprise edition that allows agency vendors who themselves use one of the QuaHill editions (Basic, Premium or Enterprise) to connect directly to the agency’s QuaHill and create jobs in their own QuaHill by importing directly from the QuaHill of the agency they work for. They import jobs, download files, submit the files when they’re ready, and generate an invoice in their own QuaHill, which they upload directly into the agency’s QuaHill with a few clicks. When an agency is looking for vendors for a job and posts an enquiry, the vendor can create a quote from that enquiry in their own QuaHill in a few clicks and export it to the agency’s QuaHill immediately. This makes the whole process much simpler, as it eliminates the repetitive work of entering the same data into the translator’s system and then into the agency’s system.
The Vendor API connector is a tool that allows you to connect your QuaHill to the QuaHill of the agency you work for, as described in the Vendor API section of Enterprise edition.
Vendor management encompasses everything related to vendors. This is where all your vendor data is kept. Contact details, specialisations, price lists, past projects they have done for you, their invoices, purchase orders, quality assessments, and so on. Simply everything in one place, neatly arranged, and with extensive filtering and search options.
When it comes to vendor invoices, you can create them manually in QuaHill, vendors can import them via the Vendor API, or vendors can create them themselves in the vendor web portal. Regardless of which of these methods is used, the invoice is always checked and you can never add jobs to an invoice that do not comply with the set rules. This prevents situations, for example, where a job is invoiced despite not having been handed in. Similarly, it is impossible to invoice the same job twice. The vendor can then download the generated invoice in PDF format.
A price list is recorded in the system for each vendor. Vendors can edit their price list on the vendor portal or via the Vendor API, if you enable this. If you do not want to allow this, you can disable vendor editing. Then, when you draw up a job for a vendor, the price per unit is automatically added from their price list.
Web Manager is a web-based approach for project managers that is only available in the Enterprise edition. It is an alternative to the desktop QuaHill Client in situations where you need to work on the go or from home, for example. There’s nothing to install. You just need a web browser and an internet connection and you can work from anywhere.
The vendor web portal is a web application where your vendors can register, update their data, respond to enquiries, download/upload files, deliver jobs and issue invoices. It is their gateway to your system. In the system, you can set which parts of the web portal are to be accessible. So if you don’t want vendors to be able to update prices in their price lists or issue invoices, for example, you can simply turn that feature off.
This web portal allows clients to create enquiries directly in your QuaHill (including the upload of files), monitor the status of projects, download completed translations, accept/reject quotes, and give you feedback on the quality of your work.
If you do not have your own environment to host QuaHill, we can offer you our cloud solution. You will have your own Windows Server running QuaHill. By agreement, we are able to install additional applications on this server to create a “virtual office” serving as your business hub.

The different editions and prices are listed in detail here.

QuaHill Web Manager Screenshots

QuaHill Client Screenshots