How to Build a TMS System for Translation Agency 2026: development without overpaying in 10-20 weeks
You spend hours searching for translators via email and messengers, lose clients due to slow executor selection, and routine tasks consume 60-70% of your managers' working time. Building your own TMS system (Translation Management System) solves these problems by automating the entire cycle — from project posting to translator payment.
Key Facts
- TMS system reduces translator search time from several days to several hours
- Automation of routine work cuts administrative costs by 40-60%
- Ready-made TMS platforms cost from $300/month (Protemos, XTM), but are not adapted to your processes
- Custom system development pays off in 6-12 months for agencies with 5+ employees
- Over 50 notification types and smart matching by 50+ parameters — standard for modern TMS
Comparison of Methods: How to Automate Translation Agency Work?
| Method | What It Is | Pros | Cons | Price |
|---|---|---|---|---|
| Manual (Excel + Email) | Spreadsheets for order tracking, email for translator communication | Free, familiar | High error risk, lost orders, impossible to scale | Free |
| Ready SaaS TMS (Protemos, XTM) | Cloud platforms with ready functionality | Quick start, no development needed | Monthly fee $300-1000, no customization, third-party data storage | From $300/month |
| Open Source TMS (Tolgee, LibreTranslate) | Self-hosted localization solutions | Free, can be modified | Require technical expertise, focus on software translation not agency management | From 0 ₽ (hosting only) |
| Custom TMS Development | Platform tailored to your processes with integrations and automation | Full control, unique features, ROI in 6-12 months | Requires initial investment of 10-20 weeks development | 5,000 ₽/month or 30,000 ₽ one-time |
How to Build a TMS System in 3 Stages?
Custom TMS system development includes three key stages: architecture design, automation development, and integration with your processes.
Step 1. Requirements and Architecture Definition
Analyze current translation agency processes: how you receive orders, search for translators, control deadlines and quality, manage finances. Based on this, create technical specifications with mandatory features:
- Project Management: order creation, executor assignment, status tracking
- Translator Database: profile storage with language pairs, specializations, ratings
- Notification Automation: email/Telegram alerts for new projects, deadlines, payments
- Smart Matching: algorithm for selecting translators by languages, location, workload, rating
- Finance: management of advances, partial payments, automatic cost calculation
Step 2. MVP Development and Testing
Create a minimum viable product (MVP) with basic functionality in 6-8 weeks. This typically includes:
- Personal dashboards for managers and translators
- Project creation and assignment
- Notification system (minimum 10-15 types)
- File upload and download
- Basic analytics (project count, deadlines, workload)
Test the system on real projects with 2-3 translators. Gather feedback and refine interface, automation, reports.
Step 3. Integration and Scaling
Connect the system to external services:
- Payments: Stripe, PayPal, Wise for international translator payouts
- Calendars: Google Calendar, Outlook for deadline synchronization
- Cloud Storage: Google Drive, Dropbox for collaborative document work
- CRM: integration with your client accounting system
Add advanced features: machine translation (DeepL API, Google Translate), CAT-tools integration (Trados, MemoQ), automatic language detection in documents.
What Else Can a Translation Agency Automation Platform Do?
A modern TMS system is not just a translator database, but a comprehensive platform for managing the entire agency workflow cycle.
| Feature | What It Does |
|---|---|
| Geolocation Search | Finds translators in the needed city for interpretation at events |
| Automatic Price Calculation | Calculates project cost by word count, language pairs, urgency |
| Deadline Management | Sends reminders to translators and managers 24, 12, 3 hours before delivery |
| Rating System | Evaluates translator work quality based on client reviews and deadline compliance |
| Multilingual Interface | Supports translators from different countries working in their native languages |
Frequently Asked Questions
How much does TMS system development for a translation agency cost?
Cost depends on complexity: MVP in 6-8 weeks will cost 150-300k rubles, full-featured system in 16-20 weeks — 500-800k rubles. Our subscription solution at 5,000 ₽/month includes development, hosting and updates.
What is the development timeline for a custom TMS?
Minimum version is created in 6-8 weeks, full-featured platform with integrations and advanced algorithms — in 10-20 weeks. It's important to start with MVP and gradually add features based on real needs.
Can TMS be integrated with existing CRM?
Yes, most CRM systems (Bitrix24, amoCRM, HubSpot) provide API for integration. This allows automatic project creation in TMS from CRM deals and status synchronization.
Is a programmer needed for TMS support after launch?
Not for basic operation — the system runs autonomously. A programmer is only needed for adding new features or changing business logic (e.g., new translator matching algorithms).
Automate your translation agency with a custom TMS system — reduce routine time by 70% and scale business without increasing staff.
The translator hiring automation platform is built for your processes in 10-20 weeks and includes over 50 notification types, smart executor matching and finance management.
Two payment options: - 5,000 ₽/month — subscription, MVP development + hosting + updates - 30,000 ₽ — one-time consultation on architecture and technical specifications
Learn more about capabilities — on the page Translator Hiring Platform Automation Development.
Article prepared by habab.ru team. Updated: February 17, 2026.
Sources: - https://lokalise.com/blog/translation-management-system/ - https://redokun.com/blog/translation-management-system-features - https://poeditor.com/blog/translation-management-system-features/ - https://www.gridly.com/blog/translation-management-system/ - https://protemos.com/ - https://xtm.cloud/blog/best-translation-management-system/ - https://aboutlocalization.wordpress.com/2025/10/27/best-translation-management-systems-2026/ - https://crowdin.com/blog/translation-management-system
About the service "Development of a Platform for Automating Translator Recruitment"
I develop turnkey platforms for automating the translator hiring process, featuring a comprehensive notification system and intelligent contractor matching.
Key Benefits:
- Reduction of time spent on finding and hiring translators by up to 90%
- Increasing transparency and control over all stages of the project
- Reduction of administrative expenses through automation