The verdict in three sentences
For a New York company that runs written translation and on site interpreting at the same time, an off the shelf translation management system (TMS) is still the safest first choice if most of your revenue is per word work. Once interpreter scheduling for courts, hospitals and conferences drives the business, a custom scheduling layer on top of the TMS usually beats both a generic ERP and a full rebuild. A full custom platform, at roughly 40,000 to 130,000 USD in the 2026 market ballpark, pays off only above several thousand jobs a year with a pricing model nobody sells off the shelf.
2026 ranking of solution categories
This ranking compares categories of solutions, not named vendors or agencies. Figures are 2026 market ballparks, separate from Kolonell's prices shown below.
| Rank | Category | Indicative cost | Time to go live | Exit options | Best fit |
|---|---|---|---|---|---|
| 1 | TMS plus custom interpreter scheduling module | License plus 20,000 to 50,000 USD build | 3 to 5 months | Good if the API is documented | Mixed translation and interpreting firm |
| 2 | Off the shelf TMS (SaaS) | 60 to 250 USD per PM per month | 2 to 3 months | Medium: negotiate data and memory export | 3 to 15 PMs, standard per word workflow |
| 3 | Full custom platform (specialist studio or IT services firm) | 40,000 to 130,000 USD | 4 to 7 months | Full if source code is assigned to you | 4,000+ jobs a year, unusual pricing |
| 4 | Generic ERP or CRM (Odoo, HubSpot) configured | Monthly subscription, public price varies by plan, plus 15,000 to 45,000 USD setup | 3 to 6 months | Medium | Multi entity firm driven by accounting |
| 5 | Interpreter booking SaaS alone | Monthly subscription, public price varies by plan | 1 to 2 months | Medium | Interpreting only, little translation |
In New York the ranking flips compared with a pure translation shop: court and medical assignments come with short notice, cancellations, travel time and minimum billable blocks, which most TMS products handle only partially.
Kolonell's prices, as a nearshore custom option: medium complexity application 6,100 to 10,670 EUR (4,000,000 to 7,000,000 FCFA), complex application 10,670 to 22,870 EUR and up (7,000,000 to 15,000,000 FCFA and up), maintenance 53 to 183 EUR a month. Treat it as one option among others and score it on the same criteria.
The features that actually decide it
| Requirement | Off the shelf TMS | Generic ERP or CRM | Custom layer |
|---|---|---|---|
| Per word quotes with fuzzy match discounts | Native | Must be built | Built once to your rules |
| Hourly interpreting with minimum blocks and cancellation fees | Partial | Invoice side only | Designed around your contracts |
| Court, medical and conference assignment types | Generic job types | Generic | Specific fields, checklists and credentials |
| Interpreter availability, travel and remote sessions | Often limited | Calendar only | Built for dispatch |
| Vendor payments in USD, EUR and other currencies | Varies | Strong | Connected to your accounting |
| Protected health information in medical jobs (HIPAA) | Check the vendor's agreement | Check the vendor's agreement | Hosting and access rules chosen by you |
| Client portal for law firms and hospitals | Native, lightly customizable | Basic | Fully branded |
On medical work, ask every vendor whether they will sign a business associate agreement and how they log access to documents. On court work, keep credential and certification records per interpreter, because clients will ask for them.
Three year total cost, worked figures
Assumptions: 10 project managers, 4,000 jobs a year of which 1,500 interpreting assignments. Market figures are 2026 estimates.
| Option | Setup | Recurring over 36 months | Three year total |
|---|---|---|---|
| Off the shelf TMS at 150 USD per PM | 10,000 USD | 54,000 USD | 64,000 USD |
| TMS plus custom scheduling module | 45,000 USD | 54,000 USD plus 10,800 USD upkeep | 109,800 USD |
| Full custom build, market studio | 85,000 USD | 36,000 USD upkeep | 121,000 USD |
| Kolonell custom build, complex application | 16,000 EUR within the 10,670 to 22,870 EUR range | 6,588 EUR (Premium maintenance at 183 EUR a month) | 22,588 EUR |
| Generic ERP or CRM configured | 30,000 USD | Subscription varies by plan | Needs a vendor quote |
The cheapest option on paper is not always the cheapest in hours: an interpreting desk that rebooks by phone and spreadsheet burns coordinator time every day.
Mini case study
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Illustrative example: Daniela, COO of a translation and interpreting company in Manhattan, runs 10 project managers, 220 freelance linguists and about 1,500 interpreting assignments a year. Each assignment currently takes 40 minutes of coordination (finding a qualified interpreter, confirming, rebooking after cancellations, invoicing the minimum block).
With a dedicated scheduling layer the target is 15 minutes. That saves 25 minutes times 1,500 assignments, about 625 hours a year. At a loaded coordinator cost of 45 USD an hour, the saving is roughly 28,100 USD a year, before counting fewer missed bookings. The 45,000 USD scheduling module pays back in under two years; a nearshore build in the Kolonell price range would pay back within the first year.
FAQ
How much does translation project management software cost in New York?
As a 2026 market ballpark, expect 60 to 250 USD per project manager per month for a SaaS TMS. A custom platform typically lands between 40,000 and 130,000 USD depending on scope.
Can one tool handle both translation and interpreting?
Yes, but most TMS products treat interpreting as a secondary job type. If interpreting exceeds roughly a third of revenue, budget 20,000 to 50,000 USD for a dedicated scheduling layer.
What should we check for medical interpreting data?
Ask whether the vendor signs a HIPAA business associate agreement, where data is hosted and how access is logged. Have your counsel review the agreement before any patient document goes into the system.
How long does migration take?
Plan 2 to 7 months depending on the route, including 4 to 6 weeks to migrate clients, rate cards and linguist profiles. Avoid switching during your busiest quarter.
Does Kolonell build software for US companies?
Yes, remotely, at Kolonell's prices: medium applications from 6,100 EUR and complex ones from 10,670 EUR, with hosting chosen to match your compliance needs.
Let's scope your project. Send us your job volume, interpreting share and current tools, and we will tell you which route pays back fastest, with a budget and timeline. Detailed quote within 48 h. WhatsApp +221 77 596 93 33.
Mohamed Bah
Fondateur, Kolonell
Passionate about digital and entrepreneurship in Africa, Mohamed has been helping Sénégalese businesses with their digital transformation since 2020. Founder of Kolonell, he believes every SME deserves a professional and accessible online présence.
