Translation project management where your translator still signs off
Every job arrives differently — a photo on WhatsApp, a scan through your form — and each needs the same handling before anyone translates a word: which languages, what kind of document, what file goes back. Here an agent does that intake, drafts the translation and builds the file, then puts it in front of your translator. Nothing reaches the customer until your translator has approved it.
The workflow
When a customer sends a document on WhatsApp, the agent works out the language pair and the kind of document, drafts the translation and builds the file — then your translator approves it, and only then does the customer get a secure download link.
- Trigger
When someone messages you
A customer sends the document on WhatsApp, and the bot starts your Translate workflow with the file — after your OK, or as soon as the customer confirms, as you choose.
- Agent
Agent
The agent reads the document, works out the language pair and the kind of document, and drafts the translation in your house style.
- Agent
Artifacts
An agent that works with files turns the draft into a finished DOCX or PDF and saves it in Artifacts.
- Approval
Approval
An Approval step asks your translator, by email or on Slack, to check the file before anything goes out.
- Then
Secure download link
Once it's approved, the customer gets a Secure download link in the chat, opened with a one-time code.
What it uses
WhatsApp number in Settings → Channels, A form people fill in, Conversation, Agent, Skills, Tables, Artifacts, Approval, Secure download links, Drive
Your glossary, the terms you always use for recurring documents, and how names, dates and numbers are written
How does a job move through the workflow?
A customer sends the document on WhatsApp — a photo of a certificate, a PDF contract — and the bot starts your Translate workflow with the file. The agent reads it, works out the language pair and the kind of document, and drafts the translation, following the glossary and house style you wrote down as a skill. An agent that works with files then builds the finished DOCX or PDF and saves it in Artifacts; a copy can also go into a folder in your Drive.
An Approval step asks your translator, by email or on Slack, to check the draft. Once they approve, the customer gets a Secure download link in the chat and opens it with a one-time code. The finished file never goes into the chat itself.
Who signs off on the translation?
Your translator, every time. AI document translation gives you a draft; the part that carries a name stays with your translator. A certified or sworn translation needs their signature and stamp, and that never leaves their hands. There's no side-by-side editor in neonloops: your translator opens the draft and approves it as it is, or rejects it and finishes the job in their own tools. By default, an approval nobody answers is rejected, not sent.
Can it quote the job first?
Yes. Keep your prices in a table, and an agent prices each job from it before any translating begins. The quote reaches the customer only after you approve it, so a wrong price never leaves the office.
What about documents that come through your form?
Jobs can also come in through A form people fill in: a hosted page with a file field that you link from your website, with a small Powered by neonloops line at the bottom. Those jobs are drafted, built and approved the same way. The return trip isn't automatic for a form customer, though: you send them the approved file from Artifacts yourself.
What won't it do?
It doesn't certify, sign or stamp a translation. It never sends files as WhatsApp attachments — only as secure download links. It doesn't understand voice notes. It isn't a translation management system you move your office into: it's one workflow around the way your office already works. And its copies go to your Drive inside neonloops, not to a cloud drive of your own.
What does it cost to run?
neonloops bills for the time your work is actually working: the minutes the agents spend reading, drafting and building the file. The hours a job waits for your translator cost nothing. A workspace adds a card and is priced per billable minute from the start, against a ceiling you set yourself; there's no trial. Meta bills its own fees for WhatsApp messages such as the one-time codes, to your business's own Meta account — never through neonloops.
How pricing works