XTM Cloud v 13.1

Cost settings



Projects require cost approval

Link cost approvals to the start of the project. By enabling this feature, you make sure that translation work does not exceed your budget nor is it outsourced at unfavorable rates.

The option is activated under the Configuration > Data tab > Estimates > Cost settings). Check the Projects which require a cost approval box and save the changes. With this option enabled, Requester users can be created.

When the option of approving project costs is activated at the system level, it also appears on the customer level (Customers > Edit > Settings). The option can be checked or unchecked for any customer when adding new Customers or editing the Customers from the list.

When the field Project requires cost approval is active, the projects created for the customer will only start when their costs are accepted by the Cost Approver. The role of Cost Approver is added automatically when the option Projects require cost approval is activated under the Configuration.

Cost approval threshold

The minimum amount that triggers the cost approval process when generated project costs equal or exceed the threshold. If project costs are higher than the agreed threshold amount, the Cost approval process is activated. If project costs are lower than the threshold amount, the Cost approval process does not apply.

Show Chargeable checkbox on the Tasks screen

Set a step in the workflow which is chargeable. This can be useful if the customer has pre-purchased a certain level of service. If this level of service is exceeded, then the step may become chargeable. The Cost settings tab allows you to switch this feature on and off and decide if it should be accessible for Linguists or only Project Managers. You can also select the default cost type used for calculating estimates, such as metrics, current metrics, statistics source, or statistics target. When it is checked, a Chargeable box appears in the Workflow editor, which by default is checked. For a linguist, the chargeable box appears as an additional editable column on the Tasks tab.

Default cost type

Decide what the generated costs will be based on: Current metrics, Statistics source, Statistics target, Time or statistics source, Time or statistics target, Time or metrics initial, Time or metrics current. The settings introduced here may be changed per each project.

Filter by cost type

Set the way costs are filtered and displayed when generating costs in the Costs table under Projects >Show estimates > Estimates > Costs. You can have them all displayed, or only those based on Metrics, Current metrics, Statistics source, Statistics target, Time or statistics source, Time or statistics target, Time or metrics initial, Time or metrics current. The settings introduced here may be changed per each project.

Use zero for missing rates and Use zero for missing time

When enabled, XTM can generate costs for linguists who do not have any values set in their rate cards or do not track time. This option is activated here, and in the Project Editor under Projects > Show Estimates > Costs.

Auto-generate costs for new project

Calculates project costs automatically once the project analysis is finished.

Dummy assignee

Specifies a dummy assignee whose rate card values can be used to estimate costs.

Override assignments

Specifies whether to use dummy assignee settings for the entire workflow or only where no linguist has been assigned.

Force manual tracking before start of the project

This option can be configured only at the level of global system settings. The option will allow PM, linguists, or LSPs to enter a time value in the fields assigned to steps with the Calculate costs based on time option enabled. To make the Force manual tracking feature work to your advantage two other actions are required. You can enable the option of calculating costs on the basis of time tracked manually for any step of the workflow. Save your changes. When setting up a project, apply the workflow in which you have activated the Calculate costs based on the manual tracking option.

Calculate cost based on edit distance

The edit distance calculation (EDC) helps you track the number of changes made by a post-editor in a machine-translated target segment. EDC is based on a metric that corresponds to the number of characters edited in a target machine-translated segment divided by the total number of characters in that segment. This calculation results in an EDC score, which ranges from 0 to 1, the score is rounded down to 1 if the score is greater than 1

A score of 1 corresponds to a segment that requires a complete edit of the machine translation output and would be reflected by the maximum amount of payment. 


The EDC score is calculated using CharacTER algorithm.


Activating Edit Distance Calculation
  1. Go to Configuration > Data > Estimates > Cost settings > Calculate cost based on edit distance.

  2. There are two types of EDC report that you can generate:

    1. Extended Table.

    2. Project cost, metrics, and assignments.

In the Workflow settings, select EDC to generate EDC reports.

To configure your custom payment matrix based on EDC scores:


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