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Guide
The parts that matter, in the order you meet them. Not every button — the handful of decisions that decide whether your month's figures are right.
Transsist reads the folder tree you already have. It never moves your work.
Every other tool of this kind asks you to import your work into its own store, and then you have two copies of the truth. Transsist reads where your files already are, so the folder you have used for years stays the folder you use.
Settings → Folders → Browse, and choose the folder that contains your year folders. Nothing is copied, nothing is moved, nothing is renamed.
Year, month and day folders are recognised in the forms people actually use — 2026, 07 July, 22.07.26, 2026-07-22 and others. A folder that is not a date is reported, not guessed at.
Add a second work folder for a different agency or a different machine. Each keeps its own tree.
Worth knowing
It opens the final documents and counts them, so the figure is measured rather than typed.
A word count typed by hand is a word count that drifts. Transsist opens the final translated document and counts it, so the number on the invoice came from the file you delivered.
The first scan walks the whole tree. After that it only re-reads what changed, so a rescan is quick.
DOCX, PDF, XLSX and PPTX. Spreadsheets and decks are not billable by default — they are usually references — but you can make them billable by filename pattern when they are the deliverable.
Turn on watching and a new final document is picked up as it lands, rather than at the next scan.
Worth knowing
The dashboard lists every job it cannot price yet. This is the part that saves money.
The jobs that cost you money are the ones you never notice: no rate set, no final document found, a file that would not open. Each one silently drops out of the month's total. The queue exists so that the things Transsist cannot price are the first thing you see, not something you discover when the invoice looks light.
Anything unpriced is listed with the reason: no rate for this client, no final document, or a document that could not be read.
Set the rate, point at the right file, or mark the job as not billable. The queue shortens; the total becomes trustworthy.
Worth knowing
A default rate, per-client overrides, and a rate file beside an individual job.
Rates are not one number. They differ per client, they change over time, and one job in ten is a special case. Transsist resolves them in a fixed order so a price is always explainable.
Currency, billing method and rate: per word, per 100 words, per 1,000 words, per page, fixed fee, or hourly.
A client keeps its own rate, currency and turnaround. New work for that client picks it up automatically.
A rate file beside a job beats both. Use it for the one-off that was agreed differently.
A client rate has an effective date. Raise your rate in March and February's invoices still price at February's rate — history is not rewritten.
Worth knowing
Connect a mailbox and new work arrives as jobs, with the attachments already attached.
Most work arrives by email, and most of the administrative time goes on moving it: reading the brief, making a folder, saving the attachments, noting the deadline. Transsist does that part and leaves you the translating.
Settings → Email. IMAP, with Gmail and Microsoft accounts supported through OAuth so you are not typing a password into a third-party app.
It detects the language pair from the subject and body where it can, suggests a deadline from the wording, and proposes a job name.
You approve what it suggests. The folder is created in the right place in your tree, the attachments are saved into it, and the job appears with its client already matched.
Send the acknowledgement or the delivery from inside Transsist, threaded onto the original message.
Worth knowing
Build an invoice from a day, a client or a date range, review it, then save the PDF.
The invoice should be a consequence of the work you recorded, not a separate document you assemble by hand from a spreadsheet and hope matches.
A single day, one client, or a date range. Transsist gathers the priced jobs in that scope.
It opens as a draft. Change lines, add or remove jobs, adjust wording. Nothing is final until you say so.
Your details, your numbering, your currency. The jobs on it are marked as invoiced so they cannot quietly appear on a second invoice.
Record partial payments against an invoice. What is outstanding is a fact you can see rather than a calculation you redo.
Worth knowing
Revenue and volume over time, and everything out to Excel or PDF whenever you want it.
Two different needs. One is your own — where the work came from this year, which pairs pay best. The other is everyone else's: an accountant, a tax return, a bank. Both are answered by being able to get the whole thing out in a format other software reads.
Revenue and volume over time, broken down by client, language pair and document kind.
Jobs, clients, invoices and reconciliation, as a real .xlsx workbook with formatting and totals — not a bare CSV dump.
The same reports as a document you can send to an accountant without explaining what the columns mean.
Worth knowing
A calendar of what is due, and warnings before something is late rather than after.
Missing a deadline costs a client. The calendar and the notifications exist so the next one is never a surprise.
Jobs on the calendar by deadline, with what is due today and what is due this week.
Notifications for approaching deadlines, and for jobs that have gone quiet without a final document.
One local database file, backups you control, and an optional passcode.
Your client list and your rates are commercially sensitive, and your invoices are a legal record. Both should be under your control and recoverable.
Settings → Backup. One file, which you can restore on the same machine or a new one.
An optional passcode with a timeout, for a shared desk or a laptop that travels.
Worth knowing
The questions people actually ask, answered without marketing.
The admin around translating: counting what you delivered, pricing it at the right rate, remembering to bill it, and knowing what is owed. Most freelancers do this in a spreadsheet that is always slightly out of date and occasionally wrong in a way that costs real money.
Word counts measured from the files themselves rather than typed. A rate history, so last year prices at last year's rate. A queue of everything that cannot be priced yet, which is where the lost income hides. Invoices that cannot double-bill a job. And reports that agree with the invoices because they come from the same records.
No. Transsist reads the folder tree you already have, in the date formats you already use. If you decide to stop using it, your folders are exactly as they were and your data exports to Excel.
On your machine. Documents never leave it — there is no upload, no sync and no cloud copy. The licence check tells our server that an installation is licensed; it carries no client names, no filenames, no figures.
Professional is a subscription: if it lapses, new work intake pauses and everything you already have stays readable and exportable. Lifetime does not lapse. Either way your data is a file on your disk that you can open, back up and export.
14 days, everything included, no card. Point it at last year’s work and see whether the figures it produces match what you invoiced — that is the only test that matters.
Something here unclear or missing? Tell us — the guide is meant to answer the question before you have to ask it.