Translator CRM and business software
RegiaPro is business software for freelance translators and interpreters: the CRM keeps agencies, law firms and direct clients in order, and the business software prepares quotes by the page or by the word, tracks deposits and deliveries and issues invoices. The “Translator” trade is already active; you switch on the features you need.
Built for more than 50 trades: this one is already set up for yours
Engagement accepted
documents and deadlines in one record
Today in RegiaPro
Example with made-up data
9
Active engagements
+2 this month
4
Deadlines
this week
€5,800
To be collected
3 fee notes open
Engagement accepted by the client
8 min ago
Fee note sent
yesterday
Case deadline on Friday
yesterday
- Free for 14 days, no card needed
- Works in the browser, on your phone too
- Calendar synced with Google and iCloud
- WhatsApp messages already written
- Invoices from your Fatture in Cloud, from the Pro plan
- Public prices, the same for everyone
Type of work
What do you do? If you can’t find yours, the last option is just fine.
What do you need? The basics for Translator CRM and business software are switched on. Switch on what you really need: we’ll pick the package from here.
Your RegiaPro is ready.
Tap a plan: below you see what is inside.
There is only one price list. Photo galleries come with every plan: if you don't deliver photos you simply don't open them, and the price stays the same. Compare all the plans
What you get with
The menu
An enquiry record
The fields of your trade are highlighted
The stages of the job
Where every job stands, at a glance
A translator’s work is often decided within an hour: a PDF arrives, the client wants to know how much it costs and when it’ll be ready, and whoever replies first gets the job. Then there’s the sworn declaration at court, a colleague’s review, delivery, the invoice and an agency that pays two months later. RegiaPro translator software puts every job on a record you open from your computer while you translate or from your phone at court. The first plan costs €19.90 a month.
What you’ll find inside RegiaPro: from enquiry to invoice
One program for clients, proposals, engagements and invoices. Tap a card to see how it works.
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One record per client
Calls, quotes, contracts and payments in date order: when they call back six months later, you know at once where you left off.
The Lead module -
Who to call back today
Every morning, the list of people to get back to, with the WhatsApp message already written. It goes from your own number, when you decide.
Follow-ups and messages -
Quotes from your own template
The PDF with your logo, sent as a link: you know when it was opened. If there is no reply, the program brings it back to you after 3, 7, 14 and 30 days.
The quote -
The contract without retyping
It comes from the accepted quote, with the details already in, and comes out as a PDF ready to sign. From the Pro plan.
Which plans include it -
The site visit
It is a stage of the job, with its own date; the travel cost is worked out on the real route.
The costs of each job -
Consulting on a retainer
The draft invoice for each period gets ready on its own. From the Pro plan.
Fees and renewals -
Deposit, balance and invoice
Deposit and balance are recorded separately, each with its own date. The invoice comes out of the record with numbering that carries on by itself: from the Pro plan, with the XML file from the Studio plan.
The plans compared -
The calendar you already have
Appointments and jobs in your phone’s calendar: RegiaPro connects to Google Calendar and iCloud.
The connected calendar -
What is really left
A job’s costs come off that job, the business costs off the year: in December you know what is left, not just what came in.
The figures of each job -
From your phone, on site
It works in your phone’s browser: open the client’s record and attach photos and documents, up to 15 MB each.
How it works
RegiaPro up close: the real screens
This is what the program looks like inside. Sample data: the clients, the jobs and the amounts are made up.
Business software for freelance translators and interpreters: who it’s for
RegiaPro is for those who translate or interpret under their own VAT number, working both for agencies and for clients who find them directly. Four kinds of job fit in well.
Sworn and certified translations
Documents for use abroad or for a public office, a swearing date to book, revenue stamps and a client in a hurry.
Technical and legal translations
Manuals, contracts, specifications: large volumes, glossaries to follow, deliveries in batches and often a reviser to bring in.
Work for translation agencies
Frequent requests at rates already agreed, a project manager as your contact and invoices made out to the agency.
Interpreting at conferences and negotiations
A day, a time, a city and travel: the job looks more like an appointment than a file to deliver.
The translator’s work nobody sees
Translating takes concentration; what breaks it is something else. Searching your inbox for the rate you gave an agency last year, remembering the law firm that was waiting for a quote, checking which March job still hasn’t been paid. RegiaPro takes on that work: the CRM follows people and enquiries, the business software handles documents, deadlines and payments.
Translation tools, agency platforms and RegiaPro
If you look for translator software you mostly find computer-assisted translation tools and platforms for agencies. We opened three among the top results in the second week of September 2026: none explains how to do a per-page quote or how to record a deposit.
| Computer-assisted translation tools | Platforms for translation agencies | RegiaPro, business software and CRM | |
|---|---|---|---|
| What they're for | Translating with memories and glossaries | Projects, vendors, workflows and automations | Clients, quotes, jobs, deposits, deliveries, invoices |
| Who it's for | Whoever translates the text | Agencies and localisation departments | Self-employed translators and interpreters |
You translate the text with your own tools; you attach the delivered file to the client’s record in RegiaPro.
CRM for translators: translation agencies, law firms and direct clients
The RegiaPro CRM remembers who wrote to you, what they’re waiting for and what it’s worth. Here are five situations every translator knows, told together with the part of the software that solves them.
Three translation requests in the same morning
An agency with a manual, a law firm with a deed, a private client with a certificate. Each has its own record with phone, email and source; you name the sources yourself, for example “agency”, “website”, “professional association”.
The translation quote sent at 9 and forgotten by 11
Once the quote has gone from the record, the client shows as “Quote sent”. If delivery is a few weeks away and they don’t reply, RegiaPro puts them back on the follow-up list after three days, and again at seven, fourteen and thirty; when you log the reply, the follow-ups stop.
The per-page rate agreed with the agency
The per-page price you gave the project manager is in the quote archived on the record and in the email that went with it, kept in the log with date and time.
Law firm or agency: who calls you and who pays you
The law firm’s secretary writes to you, but the invoice goes to the senior lawyer; the project manager contacts you, but the agency pays. You link the payer’s tax details to the record as the invoice recipient and reuse them for every job from the same client.
The week’s translation deliveries
Confirmed jobs carry their date onto Google Calendar or iCloud. Before accepting a rush job you see which days are already taken by other deliveries.
Translation quote by the page or by the word: how to prepare it in the software
Anyone asking for a translation quote wants two numbers: the price and the date. In RegiaPro you write them on the record, and explain the rest in the document’s note.
Counting pages and words before you reply
Pages of 1,500 characters or word count: you do the count on the file you received, which stays attached to the record, up to 15 megabytes across PDF, Word, ODT, JPG and PNG.
The translation price and how it’s calculated
The record carries just one number, the total. The reasoning behind it goes in the note, which the PDF shows under the price line: pages or words, rate, rush surcharge, any certification.
The translation delivery date
It’s the record date. When the client accepts and you move the job to “Confirmed”, the delivery goes onto the connected calendar.
Standard or rush delivery: two versions of the translation quote
Standard or rush delivery, with or without review: the second version is created from the same record with its own number, and the first stays untouched in the archive.
The text of the translation quote template
Payment terms, offer validity in days, the wording for your tax scheme: you write them once in the quote template, with placeholders that fill themselves in.
Sworn translation step by step: a deadline job tracked in the CRM
We follow three weeks of a certified translation job. The company, Marta and the amounts are invented; the steps in RegiaPro are the software’s real ones.
The job for the tender in France
On 2 February Marta, from the tenders office of a construction company, writes through the form on your website: to take part in a tender in France they need the company registry extract, a summary of the financial statements and a certificate in French, as sworn translations. The documents have to be sent on 25 February, and the company wants the bundles ready a few days before. You’re on Italy’s flat-rate scheme.
Three weeks of sworn translation, one record
- 2 February, morning. You create Marta’s record with source “website” and attach the three PDFs. As the date you put 20 February at 9:30, the day of the swearing at court.
- 2 February, afternoon. You count 14 pages. On the record you enter €564 and send the quote; in the note: 14 pages at €30, 20% rush surcharge on the translation, certification of two bundles €60, revenue stamps included.
- 3 February. Marta adds a 4-page certificate. You bring the record to €708 and generate a second quote, with a new number; the first stays archived with its €564.
- 3 February, evening. Marta accepts and the company pays a €354 deposit. You record it, link the company as invoice recipient and move the record to “Confirmed”: 20 February goes into the calendar.
- 3 February, same evening. In the important note you write “print the bundles and buy the revenue stamps”: on 13 February, one week before the swearing, you find it as a reminder among your tasks.
- 12 February. The translation is ready. A native-speaker colleague proofreads it for €90: you enter her as a collaborator on the record.
- 20 February. Swearing at court. Among the extra costs you log €64 for revenue stamps and fees.
- 23 February. With a ready-made WhatsApp text you let Marta know the certified bundles are available. The company pays the remaining €354.
- 23 February, evening. With the Pro plan you issue the invoice for the sworn translation from the record: no VAT, €2 stamp duty, and you decide whether the company pays it.
The certified translation accounts (example with invented data)
| Item | Calculation | Amount |
|---|---|---|
| Translation | 18 pages at €30 | €540 |
| Rush | 20% on the translation | €108 |
| Certification | two bundles | €60 |
| Total received | €354 deposit and €354 balance | €708 |
| Colleague’s review | collaborator on the record | − 90 € |
| Revenue stamps and fees | extra costs | − 64 € |
| Difference worked out by hand | before tax and social security contributions; the Report counts it in February’s result | €554 |
Documents produced in three weeks: two quotes and one invoice. Everything Marta sent and received is on the same record.
Technical translation and review: long jobs in batches
A 60,000-word agricultural machinery manual isn’t delivered in one go. Here’s how a technical translator organises it in RegiaPro.
One batch of the manual, one record
You split the manual into three deliveries: each becomes a record for the same client, with its own date, amount and invoice. On the calendar you see the three deadlines lined up.
The client’s technical glossary
You attach the glossary and previous versions of the manual to the first record: you find them again when the second batch arrives or, a year later, the new edition.
A fellow translator’s review
If you hand the review to a colleague, you enter them as a collaborator on each batch with their fee. In the Report that fee is deducted from the payments received in the month you deliver the batch.
Questions about the manual’s technical terms
The client’s answers on doubtful terms, received by email or phone, you pin in the log with a note: at delivery you know why you chose that word.
Want to see it with your own work?
Fourteen days with the Full plan features, no card needed. Then you decide.
Free photos from Pexels and real screenshots of the software, with made-up data.
Translation contract: what to include for a long job
For work lasting weeks a written agreement is a good idea. In RegiaPro you prepare it once on the Templates page, and for every job the record’s details appear in place of the placeholders.
Texts to translate and expected volume
Which documents, in which languages, how many words or pages expected, and what happens if the volume grows.
Batch deliveries and rush jobs
The batch dates, how much notice is needed to bring a delivery forward and how much it costs.
Confidentiality of documents to translate
How you keep the documents you receive and how long you retain them after delivery.
Revisions and feedback on the translation
Within how many days the client reports an error and how the disputed parts are corrected.
Translator’s fee and payments
Total, deposit and balance are filled in by the placeholders; you write the deadlines and terms.
The contract is generated with the Pro plan and signed on paper. When you later tweak the template, agreements already generated stay exactly as you printed them.
Freelance translator rates: payments, invoices and stamp duty
You set your rates, by the page, by the word or by the day; RegiaPro keeps track of what you agreed and what you’ve received.
Deposit and balance for the translation job
The deposit goes on the record together with the payment date and method; you can record the balance in several goes. The “Outstanding” box on the home page shows how much agencies and clients owe you in total.
Translator on the flat-rate scheme or the standard regime
On the flat-rate scheme documents go out without VAT, and on invoices over €77.47 RegiaPro adds the €2 stamp duty. If you charge VAT you enter the final price, tax included, and the PDF shows the two parts separately.
The translator’s invoices
From the Pro plan they’re created from the record on the job total, with numbering that restarts from 1 in January. The XML file for Italy’s SdI e-invoicing system comes with the Studio plan, together with the year’s invoice collection.
Translation agencies or direct clients
With sources you tell apart who finds you directly and who comes through agencies. The Report adds up payments received and costs channel by channel, and you can give a paid channel, such as a listing in a translators’ directory, a cost per contact.
A view of the software with demo figures: this is where you log subscriptions, dictionaries, training and equipment for the whole year’s work. A review paid for a single job goes on that job’s record instead.
How to start: three steps, no card needed
You sign up, try it on your real work, and only decide at the end.
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Sign up in a minute
Your name, your business name and your email. We don’t ask for a credit card: access starts when you confirm your email.
Start the trial -
Set it up for your trade
Menus, record fields and job stages speak your language. You connect the calendar you already use.
Choose your trade here -
Try everything, then choose
Fourteen days with the Full features. At the end you choose a plan, or you stop: nothing renews on its own.
See the plans
How much RegiaPro translator software costs
The price is on the website and it is what you pay. For self-employed translators three plans are useful, after a free trial.
Start for a few translation requests: €19.90 a month
€199 if you choose annual. Unlimited clients and agencies, a follow-up list, editable WhatsApp messages, a cap of ten quotes a month: it works well if you get few direct enquiries.
Pro for translation contracts and invoices: €34.90 a month
€349 a year. Translation contracts, numbered invoices and unlimited quotes, even in the weeks when agencies and law firms all write at once.
Studio for the translator’s e-invoices: €59.90 a month
€599 a year. The XML e-invoice file and the year’s invoices ready to pass to your accountant.
The trial on a translation job
Fourteen days of Full with no credit card. Your access opens by itself as soon as you confirm your email.
Then there’s Full at €44.90, aimed at photographers and videographers. The pricing page compares all the plans line by line.
Why you can trust it: your data stays yours
What matters before you put your clients into a new program.
Your data stays in Europe
On servers in Europe. Each business sees only its own data: the database itself enforces the separation.
If you stop, your data stays yours
The account goes read-only and nothing is deleted unless you ask. We send you a copy in a readable format.
Prices written up front
A public price list, the same for every trade: you can read it on the pricing page before you sign up.
You talk to a person
Born in a studio in Tuscany, not in an office. Write to info@regiapro.it or use the contact page.
Software for translators and interpreters: questions from the self-employed
How do I show pages, rate and rush in the quote?
On the record you enter the final price. In the quote note you put the calculation: pages or words counted, unit rate, rush surcharge and any certification. The PDF prints it under the price, so the client sees how the total is built before accepting.
For a sworn translation, where do I log the swearing and revenue stamps?
The swearing day is the record date, with the time, and goes on the calendar once the job is confirmed. You note the revenue stamps you buy among the extra costs, and the important note reminds you to book and buy them in time.
I work for both agencies and direct clients: can I tell them apart?
Yes, in two ways. The record’s source says how the job arrived, and the Report splits payments received by source. The invoice recipient says who pays: the agency, the law firm or the private client, each with their tax details.
I also work as an interpreter: does RegiaPro handle interpreting days?
Yes. The record has a date, start and end times and a city: when you confirm the job, the day in the booth goes into your Google or iCloud calendar, times included. In the notes you write languages, conference topic and the name of your booth partner.
I’m on the flat-rate scheme: do quotes and invoices come out correctly?
Once you choose the flat-rate scheme in “Settings”, documents show no VAT and invoices over €77.47 carry the €2 stamp duty, paid by you or by the client. For the mandatory wording there’s a placeholder to insert in the template text.
Where do I keep the documents to translate and the ones I’ve delivered?
On the job record, once saved: PDF, Word, ODT and images up to 15 megabytes each. The file you send the client from the “Send email” page also stays in the log on their record, with the date and time it was sent.
A manual in three deliveries: how many invoices do I prepare?
One invoice for each record, on its amount. If you want to invoice each batch on delivery, open one record for each batch for the same client, each with its own date; if you invoice at the end, one record with the balance split into instalments is enough.
How do I find the rate I gave an agency last year?
Search for the name or phone number of your contact at the agency and open their records: every quote is archived with the amount and the calculation note from the time, and the log holds the email you sent it with.
This page was checked against the software on 14 September 2026, one feature after another. Marta, the company and the amounts in the case are fictional; the information on translation tools and agency platforms comes from pages consulted that week. See something that works differently in RegiaPro? Write to us at info@regiapro.it.
Try RegiaPro with your next translation request
Handle the next quote request you receive in RegiaPro, right through to payment: in two weeks you’ll know whether it saves you time between email, calendar and invoices. Full stays active for all fourteen days.
Trades that work on assignment like you: software for consultants, GDPR consultant software, web agency software. The full list is gathered in Who it’s for.