What is a Translation Management System? Features to Look For and a Comparison of 5 Leading Tools
To thrive in global markets, businesses must effectively bridge language gaps to connect with diverse audiences. Clear communication is key, whether you’re introducing a new product, expanding into new regions, or fostering collaboration with international teams.
High-quality translations are essential to this process, and a translation management system (TMS) can play a pivotal role. By improving the efficiency, accuracy, and speed of your localization workflows, a TMS empowers your team to deliver consistent, culturally adapted content on a global scale.
But with so many options available, choosing the right TMS can be daunting. Which platform aligns with your goals and resources? Can your team manage and maintain the software, or would outsourcing localization efforts yield better results?
Ready to find the perfect translation management system for your business?
Schedule a free consultation with Milengo’s localization experts today and let us guide you through the selection and set up process.
From agile tools tailored for software localization to enterprise-grade systems for large-scale workflows, each TMS has unique capabilities.
The challenge lies in balancing your requirements – functionality, cost, and integration with existing systems – to make an informed decision.
In this blog, we’ll help you navigate these questions, exploring translation management system options and offering insights into whether an in-house solution or outsourcing with a trusted partner, like Milengo, might better suit your needs.
What is a translation management system?
A translation management system is a software designed to manage the complexities of translating and localizing content into multiple languages.
Whether you’re working on a large multilingual website, software UI, technical manuals, or global marketing campaigns, a TMS helps you streamline and scale your localization efforts, especially if they are on-going.
Think of it as your command center: a place where translation files are organized, progress is tracked, and consistency is ensured across projects. It also bridges the communication gap between translators, developers, and project managers, eliminating the chaos of spreadsheets and email threads.
For example, let’s say you’re localizing a mobile app. Without a TMS, your translators might work from a spreadsheet filled with hundreds of strings – isolated from the app’s visual context. This could lead to mismatched translations, errors, or usability issues. With the right translation management software, translators might preview the app’s interface directly, ensuring every button label, message, or menu item fits seamlessly within the design.
Translation Tip
Many TMS platforms now offer AI-powered machine translations (MT) or integrations with popular MT tools to get you off to a quick start.
However, this does not always mean you can get usable translation immediately as these MT tools require setup and customizations before they produce reliable translations. You would also still need to find your own translators to work with, if you wish to customize, review, or post-edit your translations.
Key benefits of using a translation management system
As a localization manager, you know the challenges of juggling multiple languages, teams, and deadlines. A translation management system simplifies and enhances your workflow, offering these critical benefits:
- Automation and efficiency
Repetitive tasks like file formatting, content delivery, or resource updates can be automated within a TMS, saving you countless hours. Customized workflows ensure that your team focuses on delivering high-quality translations rather than handling tedious manual processes. Think of it as your project’s autopilot for routine tasks. - Seamless connectivity
Modern TMS platforms integrate with CMSs, design tools, and development environments, enabling you to fetch, manage, and deliver translatable content without jumping between systems. For instance, you could sync your website’s CMS to automatically send new updates for translation, ensuring no content slips through the cracks. - Consistency across languages
Maintaining brand or technical accuracy globally is a major priority. Built-in CAT tools, such as translation memory and glossaries, ensure your terminology remains consistent. For example, if your team is translating software instructions, terms like “button” or “dropdown menu” will always be rendered the same way across languages, reinforcing trust and professionalism. - Centralized collaboration
Forget the frenzy of endless email chains. With a TMS, translators, project managers, and developers can collaborate in one place, often in real-time. Clear communication channels and centralized file management ensure projects progress smoothly and without delays or missteps. - Insightful reporting and tracking
Ever feel like you’re flying blind on project statuses? A TMS provides dashboards and detailed reporting to keep you informed about timelines, budgets, and translation progress. You’ll have a bird’s-eye view of where each project stands, allowing you to address potential issues before they become challenges. - Scalability for growing markets
As your business expands, so do your localization needs. A TMS is built to handle increasing volumes of content and additional languages effortlessly. Whether you’re onboarding new markets or rolling out product updates worldwide, the system grows with you, ensuring localization stays on track.
Selecting the right translation management system: Features to consider
Selecting the ideal translation management system can feel overwhelming, but aligning it with your business goals will guide you toward the best fit. Here are some features of translation management systems to keep in mind when making your decision:
- Integration with existing tools
Your TMS should integrate seamlessly with the tools you already use – CMS platforms, design tools, software repositories, authoring systems, and more. For example, if your CMS automatically sends updated content to the TMS for translation, you’ll save hours of manual effort and avoid bottlenecks. - Customization and flexibility
Every localization team is unique. Whether you’re managing technical documents or creative campaigns, a TMS with customizable workflows lets you tailor the process to suit your needs. For example, technical teams might require advanced QA checks, while marketing teams may prioritize creative approvals. - In-context editing
Translators often work better when they can see how the final product will look. Tools that offer in-app editing or previews – for websites, apps, or software – help ensure translations are accurate and fit seamlessly into the context. - Cost vs. ROI
A TMS may require a significant upfront investment. However, its potential to reduce translation costs over time (by improving efficiency and consistency) can justify the expense for companies with constant large translation volumes. If managing the TMS yourself feels daunting, partnering with a language service provider (LSP) like Milengo can offer a cost-effective alternative. With this approach, you avoid software maintenance while gaining access to expert project management and TMS solutions.
Comparison of five popular translation management systems
Finding the right TMS depends on your specific needs, budget, and project scale. Here’s a side-by-side comparison of five popular software options so you can get an idea of some key differences:
| TMS tool | Best for | Key features | Unique Strength | Pricing |
|---|---|---|---|---|
| Crowdin | Agile teams managing frequently updated digital content | – Real-time collaboration – In-context editing – API and CLI tools for automation | Ease of use for teams localizing apps, websites, or digital products | Subscription-based, scaling with usage |
| MemoQ | Complex or specialized translation projects | – Comprehensive QA tools – Advanced translation memory – Supports over 50 file formats | Versatility in handling complex content and file types | License-based (perpetual or subscription) |
| Lokalise | Dynamic content and collaborative localization, especially for software content | – Real-time collaboration – Visual in-context editor – Many Integration | Streamlined workflows for agile teams managing ever-changing content | Subscription-based, with tiered pricing |
| Phrase | Agile teams focused on software localization | – Robust API integrations for CI/CD – Translation memory and glossaries – Visual context editing | Developer-centric platform with powerful integrations for CI/CD workflows | Subscription-based, scaling with team size |
| XTM | Enterprises seeking advanced automation and AI | – AI-driven workflows – Extensive CMS and enterprise integrations – Advanced analytics | Automation and AI for large-scale multilingual projects | Flexible pricing based on enterprise needs |
Crowdin
Best for agile teams managing frequently updated digital products
Crowdin simplifies the localization process for apps, websites, and software through its intuitive interface and strong developer tools. Its real-time collaboration and automation capabilities make it a top choice for teams working in fast-paced environments.
Key features:
- Real-time collaboration between developers, translators, and stakeholders.
- In-context editing to show how translations appear in the final product.
- API and CLI tools for automating tasks and integrating with continuous integration / continuous delivery (CI/CD) pipelines.
Unique Strength:
Crowdin’s intuitive platform and automation capabilities make it the go-to tool for agile teams delivering localized digital products on tight timelines.
Lokalise
Ideal for teams with dynamic content and collaborative localization.
Lokalise is tailored for teams managing ever-changing content like e-commerce platforms, apps, or games. While it supports CI/CD workflows, its main focus is on empowering non-technical teams to collaborate effectively with developers.
Key features:
- Real-time collaboration for translators, developers, and stakeholders.
- Integration with design tools like Figma for creating UI mockups with localized text.
- In-context editor for intuitive translations across apps and web platforms.
Unique strength:
Lokalise stands out for bridging the gap between technical and non-technical stakeholders, enabling agile collaboration while accommodating dynamic content updates.
memoQ
Best for translators and teams handling complex, specialized projects
memoQ is a versatile translation management system ideal for teams working on intricate projects with highly technical or regulated content. Its extensive file format support and advanced QA tools make it a preferred choice for industries like legal, medical, or engineering.
Key features:
- Powerful QA tools for maintaining linguistic and technical accuracy.
- Advanced translation memory management with editable suggestions for consistent terminology.
- Support for over 50 file formats, including niche industry-specific types.
Unique Strength:
memoQ is unparalleled in its ability to handle complex and specialized content, offering flexibility and precision for highly regulated industries.
Phrase
Best for agile teams focused on software localization.
Phrase is a cloud-based TMS that excels in serving development-heavy teams that prioritize continuous localization within CI/CD pipelines.
It provides powerful integrations specifically designed to fit into developer workflows, making it a great choice for software products that require constant updates.
Key features:
- Robust API integrations for automating localization tasks in CI/CD.
- Seamless integration with developer tools such as GitHub, GitLab, and Bitbucket.
- Visual context editing for UI localization.
Unique strength:
Designed to seamlessly integrate with developers’ CI/CD pipelines, Phrase provides tools and workflows optimized for automated, continuous software localization.
XTM
Best for enterprises seeking advanced automation and AI-driven localization
XTM is a cloud-based enterprise TMS that prioritizes scalability, automation, and AI-powered tools. It is ideal for large companies managing high volumes of multilingual content efficiently.
Key features:
- AI-driven translation management, including automated workflows and content alignment.
- Extensive integration options with CMS, PIM, and other enterprise systems.
- Advanced analytics for tracking localization progress and quality.
Unique Strength:
XTM’s robust automation and AI capabilities make it perfect for enterprises handling complex workflows and large-scale multilingual projects.
Alternatives to investing in your own TMS
While owning a TMS may seem like the obvious choice for businesses with recurring localization needs, it’s not the only option. Partnering with a language service provider like Milengo offers an efficient, flexible alternative. Here’s why:
- Cost Efficiency
Setting up and maintaining a TMS can be a significant financial commitment, often costing tens of thousands per year – more if specialized connectors or additional users are needed. Partnering with an LSP eliminates this upfront expense, allowing you to leverage a professional-grade TMS as part of your localization service without worrying about software licensing or infrastructure costs. - Simplified Management
Managing a TMS involves time and expertise – from configuring workflows to overseeing resources and automations. Without internal specialists or dedicated localization managers, this can become overwhelming. At Milengo, we take care of the technical side, including TMS setup, maintenance, and optimization, so you can focus on your core business operations. - Expert Project Management
Beyond TMS management, Milengo’s experienced project managers ensure your localization projects stay on schedule and within budget. They handle the complexities of coordinating resources, monitoring progress, and maintaining quality, reducing overhead for your team and improving overall efficiency.
Whether you decide to invest in a TMS or outsource your translation needs, Milengo offers tailored support. We can manage projects within your chosen TMS or provide our expertise through our TMS infrastructure, ensuring a smooth and successful localization process.
Did you know?
Milengo’s complimentary client portal, LanguageDesk, offers all our customers a centralized space for all your projects, resources, reporting, and more.
Conclusion and recommendations
Selecting the right translation management solution is vital for businesses aiming to build a strong global presence. Your choice will depend on factors like project complexity, team size, and operational scale.
For businesses seeking flexibility and reduced overhead, partnering with a language service provider like Milengo can be an excellent alternative to owning a TMS. With this approach, you gain access to TMS benefits without the burden of managing software or resources, allowing you to focus on growth while we handle the localization logistics.
Ready to simplify your localization process? Get in touch with Milengo today to learn how we can help you achieve your global goals with expert translation services and project management.
