Espresso

Open any client record and click the 'New sale' button at the bottom of the Overview page. Espresso will open the New Quote form:

The form consists of two parts:

1. Project description
2. Task description

Project Description fields:

• Title - project title
• Ref - any reference (yours or client's) you would like to include
• Framework Agreement - you can book this project on a certain Framework Agreement or leave it as a standalone project.
• Contact person - select a Client Contact person for this project. Please note that selecting a Person will automatically fill in the Telephone and Email fields with the information from the Client Persons database.
• Telephone - Telephone of the Client Contact person for this project
• E-mail - E-mail address of the Client Contact person for this project
• Accountmanager - select the name of the Accountmanager for this project. Please note that Espresso automatically selects the name of the Client Accountmanager when creating a Quote. You can override the default setting by selecting another name.
• Delivery date - Deadline for this project
• Project duration - Number of days, required for this project
• Delivery time - Deadline for this project
• Delivery format - delivery format description (i.e. Word, XML etc)
• Tax - Select the applicable tax (VAT) rate. Espresso pre-selects Client- or Country- specific tax rates but you can always override this pre-selection.
• Remarks - displays Client Management field content
• Specialization(s) - Expertise area for this projects. Adding this information makes this project appear in Specialization reports. Specialization is also a part of the EN 15038 requirement for Proofreaders.
• Note (client) - any Project-specific text you would like to appear on your Quote.
• Note (internal) - any Project specific text for internal use

IMPORTANT! You can choose either 1) deadline or 2) project duration. Espresso will use Project Deadline if Project Duration is set to 0 (zero). Espresso will recalculate deadline at the moment of conversion (go-ahead for the Quote) based on the current date and the project duration if Project Duration is numeric and set to something else than 0 (zero).

Task description fields:

Each Project consists of one or more Tasks. Add tasks by selecting the Task Type and adding financial details per task:

1. Translation or Sworn Translation. You must provide:

• number of units (words, lines etc)
• units (words, lines etc)
• source and target languages
• ‘no match’ or ‘new words’ rate and a currency of your choice.

Please note that selecting the currency for the first task will select currency for the wholeproject. You will be unable to change the currency afterwards.Espresso will calculate subtotals for you. Click ‘Add’ to add the task.

As an alternative, you can import a TRADOS or SDLX logfile (in CSV format) by clicking on the icon. Espresso will read the logfile and calculate the subtotals based on the wordcount fromthe logfile, the ‘no match’ rate and the standard TM breakdown discount (See TM Handling below).

2. Engineering. You must provide:

• number of units (hours etc)
• units (hours etc)
• description (i.e. ‘Import and export’)
• rate per unit and currency (if it is a first task).

Espresso will calculate subtotals for you. Click ‘Add’ to add the task.

3. Interpreting. You must provide:

• number of units (hours etc)
• units (hours etc)
• source and target languages
• unit rate and a currency of your choice.

Espresso will calculate subtotals for you. Click ‘Add’ to add the task.

4. DTP. You must provide:

• number of units (hours etc)
• units (hours etc)
• description (i.e. ‘InDesign template processing’)
• rate per unit and currency (if it is a first task).

5. Copywriting. You must provide:

• number of units (hours etc)
• units (hours etc)
• language
• description
• unit rate and a currency of your choice.

Espresso will calculate subtotals for you. Click ‘Add’ to add the task.

6. Editing. You must provide:

• number of units (words etc)
• units (words etc)
• source and target languages
• unit rate and a currency of your choice.

Espresso will calculate subtotals for you. Click ‘Add’ to add the task.

7. Transcription. You must provide:

• number of units (hours etc)
• units (hours etc)
• description (i.e. ‘Movie script transcription’)

Espresso will calculate subtotals for you. Click ‘Add’ to add the task.

8. Revision. You must provide:

• number of units (words etc)
• units (words etc)
• source and target languages
• unit rate and a currency of your choice.

Espresso will calculate subtotals for you. Click ‘Add’ to add the task.

9. Reviewing. You must provide:

• number of units (hours etc)
• units (hours etc)
• language
• description
• unit rate and a currency of your choice.

Espresso will calculate subtotals for you. Click ‘Add’ to add the task.

10. Proofreading. You must provide:

• number of units (hours etc)
• units (hours etc)
• language
• description
• unit rate and a currency of your choice.

Espresso will calculate subtotals for you. Click ‘Add’ to add the task.

11. Surcharge or Discount:

• Percentage
• Title for your Surcharge or Discount

Espresso will calculate subtotals for you. Click ‘Add’ to add the task.

IMPORTANT! All Surcharge or Discount tasks should be added at the very end as their calculations are based on the total amount of tasks already added.

TM Handling

Espresso allows to import TRADOS and SDLX logfiles in CSV format for easy calculation of subtotals per language. To import a log:

1. Click on the TRADOS icon to open the Import screen.
2. Select the file you want to upload

3. Click 'Open'. Espresso will import the logfile.
4. Check the TM Grid:

You are presented with 4 columns:

• TM Discount in % - Discount calculated in % of the no match rate. Espresso uses Company TM Breakdown for this column.
• Words - number of words, summized per log category
• Rate - rate based on one of the Pricelists (see Pricelists).
• Subtotal - subtotal per log category in currency of your choice

Espresso TM calculator works in two modes:

1. Known rates (price and/or breakdown are listed in the Pricelist):

• All calculations are made automatically. You do not need to change anything
• Check the numbers and click Save to save the Grid with the task

2. No pricelist mode (no match rate and/or breakdown are unknown):

• Enter the desired no match rate in the NO MATCH RATE field (marked green)
• Click the % button. Espresso will calculate all discounts and subtotals for you based on the no match rate and the discount percentages from the leftmost column. Please note that you can always alter discount percentages by hand.

IMPORTANT! All TM grid data is saved with the Task and is editable.
IMPORTANT! In Sales and Projects all Translation Tasks with existing TM Grid are marked by theTRADOS icon with RED border.

Click Next to Preview your Quote:

This page allows you to check all project details and (if required) reorder the tasks.Current task pricing can be added automatically to one of the three pricelists:

• Gen = General pricelist
• Grp = Client Group pricelist
• Cli = Client pricelist
• X (or no selection) = this rate will not be added to pricelists.

Click ‘Next’. The quote is ready now for download in HTML, PDF and in Microsoft Word formats (exact formats are defined in your Templates).

Espresso automatically generates all required files and if configured to do so creates a directory on your fileserver with a pre-defined set of project subdirectories.Depending on your Espresso configuration your quote file can be downloaded or written to the pre-defined location on your fileserver.

Espresso also displays the ‘pre-flight checklist’ checkboxes that remind account manager about the tasks that needs to be completed before sending the quote to the client (EN 15038 requirement) and the Envelope icon that is used to create a standard e-mail message to the Client.

IMPORTANT! You can mark your Quote as 'In progress'. 'Needs action' or 'Sent' by selecting the status from the dropdown menu in the top right corner.

You can find your Quote in the list of all open Quotes. Click Sales to open the list.

This list contains all Quotes, color-coded by deadline. You can sort this list using various criteria.
Click on the icon to open the Quote Memo field (Note internal field!) for inline editing.

What's next?

To learn more about the Quotes read the 4.1 Quote Anatomy section.

• To cancel the Quote: open the Quote and click Cancel or mark several Quotes for deletion in the Quote list and click Cancel. Confirm your decision by clicking 'OK'
• To confirm the Quote (go ahead received): open the Quote and click Confirm and confirm your decision.
• To edit the Quote: open the Quote and edit the fields you want to change.
• To export the list of your Quotes to Excel click Export to Excel.

Last but not least:

You can find the list of all your Quotes (open, cancelled and converted) in the Quotes Archive. Click Sales->Archive to access the Quotes Archive