The classic order form can be integrated with your website and provides an easy way for new clients to request work by submitting a general order. When this form is used, the order will be viewable in the system; however, the client will not exist and a project must be created manually from the submitted order.
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Since this is a new client in the system, a project template will most likely not be available. Project templates can be used to streamline several tasks for new projects in the system including compatible resources, workflow, pricing, word count settings, document format profile, and custom fields. These are typically created after one project has been placed in the system for a client. To learn more, please see Project Templates in the User Guide section.
Additionally, you can configure what tasks will be completed for the project (i.e. translation, revision, proofreading, etc.). Tick each applicable checkbox in the pop-up window to configure this information for the new project. For this example, there are no project templates and only translation + revision will be performed.
A pricelist defines the costing for work to be done. With it you will define the currency, discounts for fuzzy matches, discounts for pre-translations, and the price per task (translation, revision, etc.) and language pair (English to German, German to French,...). For orders being submitted through the classic form, you typically will not have a pricelist defined for the prospective client.
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After all jobs have been completed, the next step will be to generate an invoice for the completed work. To generate an invoice, first click you will need to:
- Click the Project Tab when viewing the Order Details
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- Click on the Cost Tab.
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- Click on Add New in the upper right corner to create the invoice.
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- A pop-up window
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- will appear.
- Leave the current option selected and then click
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- on Continue.
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- Choose a pricelist for calculating the cost of the project. By default, the cost will include all target languages
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- If one should be removed, tick the checkbox
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- for Select languages to cost
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- and then remove the checkmark for the language.
- Click
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- on Continue to close the pop-up window.
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A new pop-up window will appear for reviewing the invoice details and finishing invoice generation.
- Change the Status to "Invoice Draft"
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- Add an Invoice Number, Date, and Effective Data if desired.
- Then click on OK to save the invoice.
- Next, click on Close to exit the pop-up window
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You will now see the invoice draft on the Cost Tab. Here you can change the access for the client by clicking on the drop-down menu underneath the Access Column: No Access, Can View, Can Edit. The invoice will need to be attached to the project. To do so, click on Select for the invoice in the Cost Tab.
To finish, 
A new pop-up window will appear and here you will need to attach the invoice to the project. Perform the following steps to complete this process:
- Click on Attach next to Invoice.
- Create Click on Upload to use your own template for the file from your own or (or)
- Click on Create File to use the default Wordbee template.
- Click on Save and Attach.
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- After the invoice has been attached, you will see a Download option.
- Click on Close to exit the
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- pop-up window.
- The Cost Tab will appear as shown below once an invoice has been created and attached to the project.
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To learn more about generating invoices for clients or suppliers, please see the Managing Client Quotes & Invoices section section underneath Project Management Tasks. |
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7: Finalise the Project
Before you will be able to finalise the project, you will need to manually mark the jobs as completed since this process is not automated for these types of Standard projects. This can be done on the Jobs Tab by:
- Selecting the job.
- Clicking on More..
- Choosing the Completed status.
Now you are ready to finalise the project. When viewing the order details, you will need to click on the Projects Tab and then the Work & Delivery Tab. These steps will need to be performed for each translation that was part of the project. To choose a different translation, use the drop-down menu above the Print Button. Click on Finalise to complete this step.
You can create the document from translated segments when using the CAT Editor or may upload the translated document when the work is has been performed with another tool. Either click on Create or Upload in the pop-up window.
Enter a new name if desired and then click OK.
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Another pop-up window will appear where you can optionally enter a new name for the document. Click on OK to finish.
Step 8: Copy Project Documents to Order
The finalised project documents must now be copied to the order. To do this, you will need to click on Orders in the Menu Bar and select the order. Then scroll complete the following steps:
- Scroll down to the Documents Section
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- Click on Copy Files from/to Project.
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- Click on Copy files from project in the provided drop-down menu.
The following pop-up window will appear. Here you can expand each item and check the documents you want to copy from the project to the order. Tick each checkbox to make selections.
You may also change the destination folder for the copied files (if desired). By default the files are copied to the appropriate language folder (English, French, German, etc.). Additional options include changing the file name and disabling the options for overwriting existing files. Once finished, click on OK to copy the files to the order.
The Documents Section on the Order Details Tab will now show the finalized documents, as shown below:
Step 10: Mark the Order as Done
If all work has been completed, you can now click 
After the documents have been copied, you will be able to mark the order as done:
- Click on Work Done for the order on the Order Details Tab.
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- In the pop-up window, you have the option to send a message to the client
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- You can also enable/disable email notifications.
- Click on OK when finished.
Optional: Rate Project
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