Clients upload a document for certified translation and get a price within minutes, based on an OCR word count. Paid orders move from translator to notary for certification, and the client gets a WhatsApp update at every stage until the signed PDF arrives.
Typical results
≈20 min
Office admin saved per translation order
≈80%
Fewer calls and messages asking about status
4 stages
Tracked from payment to certified delivery
Figures reflect typical results for this kind of automation.
The challenge
Certified translation requests usually arrive as scanned documents by email, and someone has to count words, check the language pair and reply with a price, often the next day. Payment is chased separately, the translator's due date lives in a notebook, and clients keep calling to ask whether the notary has signed yet.
Before and after
Minutes from upload to a priced quote
−99%Office admin minutes per order
−67%Status calls and messages per week
−80%The automation
A client uploads a diploma, birth certificate or court judgment on the office's website, and OCR counts the words to price the job by language pair and urgency within minutes. After online payment, the order goes to a translator with a due date, then to the notary for review and certification. The client gets a WhatsApp update at each stage, and the certified translation arrives as a signed PDF while the original is marked for pickup.
How it works
- 01
Document uploaded for a quote
The client uploads the document on the website and picks the target language and the urgency, standard or express.
- 02
Words counted and priced
OCR reads the scan, counts the words and applies the price table for the language pair and urgency, then sends a quote with a payment link.
- 03
Paid order assigned
Once paid, the order goes to a translator who covers that language pair, with a due date based on length and urgency.
- 04
Notary review and certification
The finished translation moves to the notary's queue for review and certification, and the client gets a WhatsApp update at each stage.
- 05
Signed PDF delivered
The certified translation is sent as a signed PDF, and the original document is marked as ready for pickup at the office.
Starts from
- Uploaded source document
- Online payment
Delivers
- Translator job with due date
- Notary-certified PDF
- WhatsApp stage updates
The impact
Quotes go out in about 5 minutes instead of a working day, and office admin per order drops from roughly 30 minutes to 10. Status calls and messages fall by about 80%, from around 25 a week to 5, because clients see each stage on WhatsApp as it happens.
Questions about this automation
How accurate is the automatic word count?
OCR handles typed documents such as diplomas, certificates and judgments well. When a scan is blurry or handwritten, or the count looks unusual for that document type, the quote is held for a staff member to confirm before it goes out, so no client pays a price based on a bad read.
Can the office keep its own pricing rules?
Yes. Prices come from a table the office controls, with a rate per word or per page for each language pair, a minimum charge, an express surcharge and the certification fee. Changing a rate in the table updates every new quote from that moment on, with no change to the flow itself.
What does the office need to get started?
A list of language pairs and the translators who cover them, the price table, a payment provider and a WhatsApp business number. The order flow and stage messages are configured around those, and a multi-step build like this is usually rolled out in stages, starting with quoting and payment.