Translation quotes from word counts, signed and paid
One line per language, each priced from the weighted words in the analysis, with the languages the client asked for ticked and the rest a tick away.
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A translation quote in QuoteCloud starts from the analysis your translation tool produces. Your rate-card sheet weights new words, fuzzy matches and repetitions, and each language becomes a price line whose description and unit price come from the sheet. The client ticks the languages they need, signs and pays a deposit or the full amount.
Last reviewed by the QuoteCloud team
An engineered axonometric drawing for a fictional agency, Larkmoor Language Services. On one slab, four raised bars show the word counts by match band from the agency's own analysis: 6,720 new words, 1,570 fuzzy matches at 75 to 94%, 840 at 95 to 99% and 2,410 repetitions and 100% matches. The agency's weights (100%, 60%, 30% and 25%) bring each bar down to its weighted height, and the weighted bands stack into one column of 8,517 weighted words. On the right, the quote's price table is drawn exploded into strips: a header, one strip each for French, German and Japanese, and the total. A circular detail shows the weighting sum. Below, the Analysis tab's four rows and the quote's three language lines for Kestrel Robotics: French $1,839.67, German $1,954.65, Japanese $2,414.57, total $7,011.28 including tax.
The analysis goes in, a price per language comes out
Tobias imports the analysis his translation tool produced for Kestrel's three files into the Analysis tab of Larkmoor's quote template. The Spreadsheet block weights each match band with Larkmoor's own percentages: 11,540 source words become 8,517 weighted words.
Each language is one line in the price table with a quantity of 1. A cell on the Pricing tab sets its unit price (weighted words × the pair's rate × the service level), another sets its description, so the client sees exactly what they are paying for.
Click any cell in the sheet to see its formula. The counts are the ones your tool produced: QuoteCloud doesn't count words or open the files.
- Counts by match band imported as .xlsx or pasted
- Weights, rates and levels from your own rate card
- Each language line's description and unit price connected to a cell
- The quote total comes back into the sheet, with the price per source word
Spreadsheet block and price tables: Essentials and up
Rate cards, rush fees & minimum chargesRate-card calculator Spreadsheet block
Analysis
| 1 | File | Include | New | 75–94% | 95–99% | Reps & 100% | Words |
|---|---|---|---|---|---|---|---|
| 2 | k2-user-guide-v4.docx | 1 | 4,820 | 1,140 | 620 | 1,380 | 7,960 |
| 3 | k2-app-strings.json | 1 | 1,260 | 310 | 180 | 940 | 2,690 |
| 4 | release-notes-3.2.md | 1 | 640 | 120 | 40 | 90 | 890 |
| 5 | dealer-letter.docx | 0 | 210 | 0 | 0 | 0 | 210 |
| 6 | Included | 6,720 | 1,570 | 840 | 2,410 | 11,540 | |
| 7 | Weight | 100% | 60% | 30% | 25% | ||
| 8 | Weighted words | 8,517 |
Counts imported from kestrel-k2-analysis.xlsx, your translation tool's analysis. QuoteCloud doesn't count words.
Pricing
| 1 | Language | Rate | Price | Description |
|---|---|---|---|---|
| 2 | French | $0.16 | $1,839.67 | 8,517 weighted words · translation + editing |
| 3 | German | $0.17 | $1,954.65 | 8,517 weighted words · translation + editing |
| 4 | Japanese | $0.21 | $2,414.57 | 8,517 weighted words · translation + editing |
| 5 | Spanish (Latin America) | $0.15 | $1,724.69 | 8,517 weighted words · translation + editing |
| 6 | Portuguese (Brazil) | $0.15 | $1,724.69 | 8,517 weighted words · translation + editing |
| 7 | Arabic | $0.20 | $2,299.59 | 8,517 weighted words · translation + editing |
| 8 | ||||
| 9 | Service level | Translation + editing | ||
| 10 | Level factor | 135% | +1 day review | |
| 11 | Rush delivery | No | ||
| 12 | Delivery estimate | 5 working days | Estimate | |
| 13 | Set-up line | $165.00 | 3 source files: .docx, .json, .md | |
| 14 | ||||
| 15 | Quote total | $7,011.28 | From the price table | |
| 16 | Per source word | $0.608 |
Connected cells set each line's unit price and description; the total comes back into B15.
- Typed in
- Imported analysis
- Your rate card
- Connected to a price line
Your quote
| Item | Qty | Amount |
|---|---|---|
| Project | ||
File preparation & project management3 source files: .docx, .json, .mdDescription ← Pricing!D13Unit price ← Pricing!C13 |
1 | $165.00 |
| Languages Ticked by the client | ||
French8,517 weighted words · translation + editingDescription ← Pricing!D2Unit price ← Pricing!C2
|
1 | $1,839.67 |
German8,517 weighted words · translation + editingDescription ← Pricing!D3Unit price ← Pricing!C3
|
1 | $1,954.65 |
Japanese8,517 weighted words · translation + editingDescription ← Pricing!D4Unit price ← Pricing!C4
|
1 | $2,414.57 |
Spanish (Latin America)8,517 weighted words · translation + editingDescription ← Pricing!D5Unit price ← Pricing!C5
|
1 | $1,724.69 |
Portuguese (Brazil)8,517 weighted words · translation + editingDescription ← Pricing!D6Unit price ← Pricing!C6
|
1 | $1,724.69 |
Arabic8,517 weighted words · translation + editingDescription ← Pricing!D7Unit price ← Pricing!C7
|
1 | $2,299.59 |
- Subtotal
- $6,373.89
- Tax (10%)
- $637.39
- Total
- $7,011.28
Total → Pricing!B15 Delivery estimate: 5 working days
The same template for a manual, an app and a one-page letter
Three Kestrel jobs from the same quote template and rate card. Only the files in the analysis change.
Your quote
| Item | Qty | Amount |
|---|---|---|
| Project | ||
File preparation & project management3 source files: .docx, .json, .md |
1 | $165.00 |
| Languages Ticked by the client | ||
French8,517 weighted words · translation + editing
|
1 | $1,839.67 |
German8,517 weighted words · translation + editing
|
1 | $1,954.65 |
Japanese8,517 weighted words · translation + editing
|
1 | $2,414.57 |
Spanish (Latin America)8,517 weighted words · translation + editing
|
1 | $1,724.69 |
Portuguese (Brazil)8,517 weighted words · translation + editing
|
1 | $1,724.69 |
Arabic8,517 weighted words · translation + editing
|
1 | $2,299.59 |
- Subtotal
- $6,373.89
- Tax (10%)
- $637.39
- Total
- $7,011.28
- Deposit on signing (50%)
- $3,505.64
A user guide, app strings and release notes
Three files, 8,517 weighted words, translation and editing. French, German and Japanese are ticked because Hana asked for them; Spanish, Portuguese and Arabic sit unticked in the same quote, priced and ready if her team wants them.
- One qty-1 line per language, priced by the sheet
- Set-up line from the number of files
- 50% deposit on signing
Your quote
| Item | Qty | Amount |
|---|---|---|
| Project | ||
File preparation & project management1 source file: .json |
1 | $95.00 |
| Languages Ticked by the client | ||
French1,735 weighted words · translation + editing
|
1 | $374.76 |
German1,735 weighted words · translation + editing
|
1 | $398.18 |
Japanese1,735 weighted words · translation + editing
|
1 | $491.87 |
Spanish (Latin America)1,735 weighted words · translation + editing
|
1 | $351.34 |
Portuguese (Brazil)1,735 weighted words · translation + editing
|
1 | $351.34 |
Arabic1,735 weighted words · translation + editing
|
1 | $468.45 |
- Subtotal
- $2,062.49
- Tax (10%)
- $206.25
- Total
- $2,268.74
- Deposit on signing (50%)
- $1,134.37
An app update in five languages
Only k2-app-strings.json is included this time, so the Analysis tab totals 1,735 weighted words and every language line follows. The repetitions in a strings file cost a quarter of a new word, as Larkmoor's rate card says.
- Include cells switch files in or out
- Five languages ticked as the default selection
- Delivery estimate from your words-per-day cell
Your quote
| Item | Qty | Amount |
|---|---|---|
| Project | ||
File preparation & project management1 source file: .docx |
1 | $95.00 |
| Languages Ticked by the client | ||
FrenchMinimum charge · 210 weighted words · translation + editing
|
1 | $120.00 |
GermanMinimum charge · 210 weighted words · translation + editing
|
1 | $120.00 |
JapaneseMinimum charge · 210 weighted words · translation + editing
|
1 | $120.00 |
Spanish (Latin America)Minimum charge · 210 weighted words · translation + editing
|
1 | $120.00 |
Portuguese (Brazil)Minimum charge · 210 weighted words · translation + editing
|
1 | $120.00 |
ArabicMinimum charge · 210 weighted words · translation + editing
|
1 | $120.00 |
- Subtotal
- $335.00
- Tax (10%)
- $33.50
- Total
- $368.50
- Deposit on signing (50%)
- $184.25
A 210-word letter at your minimum charge
A dealer letter of 210 new words would come to $45.36 in French. The MAX formula on the Pricing tab applies Larkmoor's $120 minimum instead, and the line's description says so, so nobody has to remember the rule.
- Minimum per language from the Rates tab
- The description shows "Minimum charge"
- Same template, same rate card
What the client sees in a word-count quote
A quote a documentation manager, a marketing lead or a law firm can approve without a phone call.
A price per language
Each language on its own line with its weighted words and service level in the line's note.
Languages a tick away
Every pair you offer as an optional line. The client ticks the ones they need and the total, tax and deposit follow.
A delivery estimate
Working days from your words-per-day figure and review days, in the quote's notes or a data item.
Questions in the quote
The client comments on a line and your project manager replies in the document, not in an email thread.
An expiry date
Every quote carries its valid-until date, and the Expiring Soon filter shows you the ones about to lapse.
Sign and pay
An online signature with a certificate of authenticity, then a deposit or the full amount through Stripe or PayPal.
Price your next job from its word counts
Free for 14 days, no credit card required. Send us your rate card and a recent quote and we'll convert one template for you during the trial.
LM-Q-2614 · sample data
Ticked, signed, deposit paid
Hana kept French, German and Japanese, signed the next morning and paid the 50% deposit through Stripe. Tobias's team started on the deposit; the balance goes on Larkmoor's own invoice at delivery.
How to send a word-count quote in QuoteCloud
From a client's files to a quote they can sign, with your rate card doing the arithmetic.
Analyse the files
Run the client's files through your own translation tool and export the counts by match band, as you do today.
Start from your template
Create the quote from your word-count template, which holds the rate-card sheet and one optional line per language.
Bring in the counts
Import the export into the Analysis tab, or let your AI assistant draft the quote from it.
Tick the languages asked for
Set the service level, switch rush on if needed and tick the requested languages as the default selection.
Send, sign, pay
Review and send. The client adjusts the languages, signs and pays the deposit or the full amount.
Templates to start your word-count quote
Real QuoteCloud estimate and quote templates. Add your rate-card sheet and language lines once and every quote starts from them.
- Estimate template Professional Business Estimate Client and company details, pricing with tax, terms and eSignature acceptance: a start for a word-count quote. View template
- Estimate template Simple Business Estimate Scope, pricing with tax, assumptions and acceptance: a quick quote for a certified translation or a small job. View template
- Quote template Precision Corporate Sales Quote Services, pricing and terms in a clean corporate layout: a start for language pairs and service levels. View template
All QuoteCloud templates Templates for translation & localisation services
Word-count quote questions
How do I quote a translation from word counts?
Analyse the files in your translation tool and bring the counts by match band into the Spreadsheet block in your quote template. Your weights turn them into weighted words, your rates and service level price each language, and connected cells set each language line's description and unit price. Review it and send.
Does QuoteCloud count the words in our files?
No. QuoteCloud doesn't open, analyse or count your files. The counts come from the analysis your own translation tool produces, imported as .xlsx, pasted in, written into cells through Zapier, or read by your AI assistant through QuoteCloud's MCP service.
How are fuzzy matches and repetitions priced?
With your own weights. A typical rate card charges new words in full and fuzzy matches and repetitions at a percentage. Those percentages sit on the Rates tab of your sheet, and a SUMPRODUCT turns the counts into weighted words. Change a weight there and every new quote follows.
Can a client add a language to the quote themselves?
Yes. Put every language pair you offer in the price table as an optional line and tick the requested ones as the default selection. The client can tick or untick languages before signing, and the subtotal, tax, total and deposit update as they do.
What happens when a job is very small?
A MAX formula on the Pricing tab compares each language's price with your minimum charge and uses the higher one. The line's description says "Minimum charge", so the client sees why a 210-word letter costs $120 a language.
Which plan do we need for word-count quotes?
Essentials and up: price tables, templates, the Spreadsheet block, Stripe or PayPal payments and the MCP service are all on Essentials. eSignatures are on every plan. Approval workflows, content locking and native Xero or QuickBooks are on Business.
More for translation agencies
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Rate cards, rush fees & minimum chargesYour match-band weights, per-pair rates, rush percentage and minimum charge as a Spreadsheet block that prices the lines.Explore
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From word counts to a draft quote with your AI assistantSet your AI assistant up through QuoteCloud's MCP service to read the analysis and draft the quote and the delivery report for a PM to review.Explore
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Approvals, signing & payment on acceptanceDiscounts over your limit go for approval, the client signs online and pays a deposit or the full amount through Stripe or PayPal.Explore
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- Translation tools, CRM & accounting integrationsYour translation tool's exports, HubSpot, Pipedrive, Xero and QuickBooks, connected the way each one really connects.
- Templates for translation agenciesReal QuoteCloud quote, proposal, agreement and acceptance templates to make into your quote, booking and handover documents.
- QuoteCloud implementation for language service providersYour rate card rebuilt as a sheet, templates converted, payments connected, the assistant set up and project managers trained.
- FAQAnswers to the questions translation agencies, localisation vendors and interpreting services ask most.
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