Best software for translators: a guide for enterprise localization teams

CAT tools are where the magic happens for individual translators. Built to maximize productivity by minimizing repetitive tasks, they keep work smooth and consistent across projects.

Their core functions are as follows:

• Translation memory software stores previously translated and approved segments. When the exact phrase comes up again, users can quickly reapply it instead of redoing the work.
• Terminology management keeps everyone on the same page with industry-specific terms. Working on software documentation? The CAT tool will prompt translators to use “log in” instead of “login,” if that’s what the style guide says.
• Quality assurance tools catch mistakes before customers do. Automated checks keep productivity high and give human reviewers time to work on the most complex and sensitive jobs.

Most CAT tools also help translators navigate huge files and track project progress without losing their minds. The best — some of which we’re about to dive into — integrate with wider business systems, so users don’t need to wrestle with loads of apps.

Here are some of the top CAT tools for translators.

XTM Workbench stands out as it’s built into the XTM translation management platform. No separate login headaches, no data syncing issues. Just smooth workflows and profit-boosting productivity.

Here’s what the main translation interface looks like:

Alongside a helpfully reliable translation memory, this cloud-based CAT tool’s key features include:

• Visual previews. See text in its actual layout to reduce errors and keep projects smooth.
• Real-time collaboration. Different users can work on files at the same time, reducing handoffs.
• Terminology prompts. Get approved term suggestions from brand glossaries, balancing speed and consistency.

XTM Cloud, which houses Workbench, integrates with XTRF to meet all your translation business management needs. It also hooks up to Rigi for real-time, in-context software localization previews. That means less context switching when working on complex or end-to-end localization projects.

Who it’s best for: Mid-to-large enterprises that need to translate high volumes without losing efficiency or quality.

SDL Trados Studio is a mostly desktop-based CAT tool that’s been around since the 1980s. Its busy interface has detailed customization options, like an extensive plugin library and some control over the UI layout.

Here’s what that UI layout generally looks like:

memoQ is an established CAT tool that suits technical translations. It has similar customization potential to Trados, alongside a handy “LiveDocs” feature that lets translators store and quickly search supporting materials like PDFs and bilingual files.

Here’s the memoQ translation screen, with a supporting DOCX file in a tab next to the project:

A translation management system is like mission control for enterprise localization. While CAT tools focus on actual translation work, a TMS handles project coordination and workflow automation.

Why does that matter? Because, as XTM Solutions Architecture manager Andreas Ljungström puts it:

The best enterprise-grade TMS brings order to the chaos to keep everyone sane. They automate most of the boring, repetitive stuff translation teams must do daily to produce high-quality content in target languages.

That includes:

• File preparation. Converting and organizing source files for translation so the experts can get on with their jobs. For example, XTM supports 65 file formats for versatility.
• Assignment distribution. Automatically assigning the right jobs to the right people (e.g., based on language pairs).
• Progress tracking. Giving project managers a real-time view of statuses and delays.

In the end, less manual work means translators can hit tight deadlines time and time again, without cutting corners or burning out. Everyone wins.

Here are some of the top TMS options for translators.

XTM Cloud is an enterprise TMS that centralizes content, workflows, and localization tools (e.g., the Workbench CAT tool) across 887 languages.

Automate project setup and assign jobs by language pair or urgency before tracking real-time progress, all in the same user-friendly interface. No drama in sight.

This is the XTM process in a nutshell:

Phrase is a TMS built for digital product teams working across multiple languages. 

It’s popular with developers thanks to its strong API and ability to sync directly with code repositories and deployment pipelines.

Phrase’s interface looks like this:

Smartling’s cloud-based TMS helps translators handle large volumes of content with lots of automation. The software’s SmartMatch function automatically identifies exact matches from translation memory, reducing manual work and speeding up turnaround times.

Here’s what Smartling’s TMS interface looks like:

QA and review tools are a safety net for enterprise translation workflows, catching common errors before they go live. That frees human reviewers to focus on the more nuanced details.

Most established QA and review tools incorporate:

• Automated checks. Spot typos, tag issues, punctuation errors, plus inconsistent terminology at speed.
• In-context previews. See translations in their final layout to catch display and UI issues early, before they impact user experience.
• Customizable rule sets. Adapt checks based on content type, client preferences, or compliance needs.

The better options also plug directly into your TMS or CAT environment. That way, QA becomes part of the workflow and not a clunky step bolted on at the end.

Here are some of the best QA and review tools for translators.

Machines aren’t replacing human translators, don’t worry. But they are giving them a serious head start. AI-generated drafts cut time spent on repetitive content, helping teams handle large volumes without sky-high costs or hiring stress.

Modern machine translation tools help with:

• Pre-translation. Generate first drafts in seconds for human linguists to post-edit to the required standard.
• Custom engines. Train MT systems on your preferred terms, tone, and content types to keep assets accurate and consistent.
• Automated routing. Combine AI and MT with human input based on quality or turnaround targets.

Many TMS, CAT, QA and review tools incorporate AI translation technology for faster workflows without the separate investment. 

Remember: not all “AI-powered” tools have the same translation strengths. Various types rely on different LLMs and machine learning algorithms. Not all will meet your translation needs.

For example, XTM AI supports the entire localization lifecycle. It’s just as good at checking content quality as it is at delivering context-aware translations. But a tool like ChatGPT will only translate text ad hoc and in small volumes, without context or memory features.

Our guide on AI translation tools covers the top options in detail (and explains what to look for). In the meantime, we’ll preview three of the best here.

XTM has AI running through its localization veins, helping translators produce high-quality content time and time again with minimal stress and effort. Plus saving you thousands of hours through increased productivity.

The system applies AI in so many ways to make translation projects easier, including to:

• Generate translations from fuzzy matches, for more consistency and speed
• Detect potentially harmful or biased terms across 90+ languages (via Language Guard)
• Flag low-quality segments for human review, fast-tracking quality assurance
• Automatically insert formatting tags in translated content to reduce manual errors
• Learn from existing translation memory and terminology to improve suggestions over time.

There’s even an AI Control Center to toggle specific AI features on and off, so you get the exact level of support you want:

DeepL is a neural machine translation service that aims for fluency and natural tone in target languages, especially in European pairs. Like XTM, the app supports multiple file types (DOCX, PPTX, PDF, etc.) and has a glossary function that helps translators use consistent phrasing across industries.

DeepL’s machine translation interface looks like this:

Managing large teams of internal and external linguists with everyone working across time zones? It’s so tough to track who’s doing what and when.

Vendor management and collaboration platforms bring structure to that chaos, so you can focus on delivering a flawless translation service for your company. No need to spin a hundred managerial plates.

Any decent vendor management and collaboration tool can handle these key use cases:

• Assignment tracking. Match jobs to the right linguists based on availability and specialisms. Get accurate translations first time, every time.
• Performance monitoring. Review quality scores and feedback across vendors, while also tracking delivery times. 
• Billing and reporting. Centralize financial tracking and simplify admin. LSPs get paid on time, and you know where your budget goes.

Some vendor management platforms are standalone. Others integrate directly with your TMS. The latter option reduces handoffs and app-switching for more productivity and fewer errors.

Here are three of the best vendor management and collaboration options to consider:

XTRF is a vendor and project management system that helps localization teams automate admin tasks like assigning jobs and managing payments. You can also use it to analyze LSP performance.

The software connects directly with XTM Cloud, creating an end-to-end environment where you can coordinate linguists and oversee timelines without digging through spreadsheets or third-party platforms. Here’s how:

Plunet is a standalone business management tool for LSPs and large translation teams. Like XTRF, it helps with quoting, vendor assignment, deadline tracking, and invoicing, but often requires extensive setup to align with internal workflows.

That said, Plunet’s Gantt-style resource management window is simple to use: