The best technical translation software (and how to choose the right one)
Translation tools love to claim they can handle ‘any type of content.’ When one wrong word can break an API or land you in hot water with regulators, generic tools just won’t cut it.
In this article, you’ll learn what sets technical translation software apart from general translation tools. Plus, discover the top five tools for technical industries and how to choose the best one for your needs.
How does technical translation software work?
Technical translation software is specialized technology designed to handle complex, industry-specific documents.
Think scientific research papers, legal contracts, engineering manuals, and software interfaces. The kind of content that often includes precise terminology or special formatting. Where translation accuracy is non-negotiable.
Unlike general translation tools, which treat all text the same, technical translation software:
- Preserves structured formats like XML and DITA files that would become a jumbled mess if treated as plain text.
- Keeps terminology consistent across industries with their own quirky vocabulary — like the manufacturing sector. Where ‘tolerance’ isn’t about being patient with your coworkers, but how much you can deviate from a measurement before everything falls apart.
- Handles document translation that needs multiple experts weighing in. Like engineers making sure those translated buttons still function properly. Or local linguists checking that the button text really says what you think it does.
- Supports automated publishing workflows without turning your carefully structured technical documentation into a digital disaster. Broken links and scrambled formatting included.
We’ll cover these capabilities in more detail below. For now, just know that technical translation software goes beyond swapping words from English to Japanese. It protects the meaning and usability of every document it lays its hands on.
Must-have features for technical translation software
Your technical translation software needs to spin a lot of plates to keep you compliant and your translation workflows smooth.
As Andreas Ljungström, Senior Manager, Solutions Architecture at XTM Cloud, explains:
Here’s what really matters when you’re evaluating your translation tech options:
| Feature | What it does | Why you need it |
| Terminology management | Keeps your specialized vocabulary consistent across every document. So you can skip the ‘Is it a procedure or a protocol?’ debate. | If you’re in medical, legal, engineering, or life sciences fields, one wrong term can spell the difference between compliance and catastrophe. |
| Automation for quality checks | Acts like a hawk-eyed proofreader that never gets tired. Catches inconsistent terms and formatting mishaps before they escape into the wild. | Because in regulated industries, even tiny errors can trigger expensive do-overs. Let the robots handle the nitpicky stuff so you can focus on the big picture. |
| Version control and workflow flexibility | Tracks every change and handles approvals like a pro. Easily hit ‘undo’ when a translator gets too creative with their edits. | When something goes wrong, you need a clear trail, not a guessing game. Without version control, finding and fixing mistakes burns time you don’t have. |
| Support for diverse content and file formats | Handles translated content with tables, diagrams, code and custom formatting. Without breaking a sweat. | When formatting breaks, delivery slows. Instead of shipping polished docs, your content team ends up patching up broken tables and misplaced screenshots. |
| Collaboration and reviewer input | Gives your subject matter experts a simple way to suggest changes and approve translations. Minus the endless email chains. | For technical content that often needs multiple revision rounds, not having a feedback system can quickly become a logistical nightmare. |
| Customizable review and approval stages | Sets up review steps that match your actual approval process and regulatory requirements. Rather than forcing you into a one-size-fits-all workflow. | Because translations for your medical device manual need different approval stages than your software interface. |
The right software handles these behind-the-scenes complexities. This way, your team can focus on accuracy and speed instead of wrestling with broken workflows.
Look for platforms that treat these features as essentials, not add-ons.
Top 5 technical translation software options
Not all translation software can handle the complexities of technical language translation. Here are five that won’t crumble under the pressure.
1. XTM Cloud: All-in-one platform for enterprise tech translation
XTM Cloud is a translation management system (TMS) built for localization teams juggling complex, high-volume content.
It handles the heavy lifting of managing accurate translations across different languages. While keeping everything organized and accessible.
Think of it as your translation project’s command center. Minus the overwhelming buttons and confusing workflows that plague most enterprise software.
Each user role sees only the tools they need, so translators aren’t bogged down by dashboards. And admins don’t have to micromanage settings for every login. The interface gets people working without setup overhead.
Key features
What makes XTM Cloud different from your run-of-the-mill translation tool? Here are the features designed to help the technical translation process:
- Term bases and glossaries. Lock in approved translation for technical terms. Critical when precision matters for safety or compliance.
- Translation Memory (TM). When you update your software’s error message from ‘File not found’ to ‘File cannot be located,’ the TM suggests the same change across all your target languages.
- Customizable quality assurance (QA) profiles. Automatically catch formatting and consistency issues like terminology mismatches that can compromise accuracy.
- AI-enhanced auto-inserted inline tags. Skip the mind-numbing work of manually placing <bold>WARNING:</bold> tags in your 500-page safety manual.
- Fully integrated intelligence ecosystem. The newly released XTM Advanced AI Pack pulls serious weight. Language Guard flags harmful language, Intelligent Score tracks real-time quality, and Intelligent Workflow automates file routing. Add xaia, your savvy project sidekick, and xera, the engine running the localization show. All help your tech translation team move faster with zero quality trade-offs.
- DITA integrations. Rather than wrestling with 200 separate XML files for your technical manual, you work with the entire DITA structure intact.
- Multilingual UI preview. Catch interface issues, like that Spanish button text being too long, before going live. Integrate XTM Cloud with Rigi, a software localization tool that gives you real-time, in-context previews of translations right in your app or website.
- Query Management Module. Translators can ping subject-matter experts within the platform instead of losing critical context in email chains. As you can see, it’s as simple as sending a text.
XTM Cloud also has 60+ built-in connectors and support for custom setups. So technical translation can happen without blowing up your existing workflows.
Together, these XTM features tackle the pain points that trip up most technical translation projects.
Just ask Ariel Corporation. The oil and gas manufacturer needed to translate technical documentation and training content for gas compressors used in over 100 countries. The kind of safety-critical content where ‘close enough’ just won’t cut it.
It chose XTM Cloud to deliver the translation automation features it needed:
- Built-in quality checks to catch inconsistencies before content goes live
- Version control to track every change as documents move from machine translation (MT) to human post-editing to final review by regional officers
- Automated workflows connecting Adobe Experience Manager directly with the translation platform. The magic happens behind the scenes, but here’s an overview of how the content flows between systems:
The payoff? Ariel reduced its human translation workload by 31%. While keeping the precision that its safety-critical equipment manuals demand.
Pricing
XTM Cloud takes a refreshingly straightforward pricing approach.
You pay annually based on how many words you process, not how many people use the platform. Your whole team gets access without extra license fees or seat limits tripping you up.
Plans start at $16,500/year for up to two million words. That includes unlimited users and automated workflows. Plus all the features that technical translation teams need to handle complex projects.
And because XTM Cloud can handle large projects without slowing down, you won’t hit a performance wall as you scale.
As Sara Basile, Product Director at XTM, says:
What users say
According to one G2 reviewer:
Try XTM Cloud free for 30 days
The best way to know if XTM Cloud fits your technical translation needs? Take it for a spin, with full access to all features for an entire month.
2. Phrase: General-purpose localization for diverse content types
Phrase is a cloud-based localization platform designed to handle translation projects from start to finish.
Source: Software Advice
It bills itself as the Swiss Army knife of localization. Trying to do a bit of everything for everyone.
Key features
Phrase offers several functions that can support technical translation use cases:
- Advanced term base. Define preferred and forbidden terms and link related terminology to keep your tech docs consistent. No more debates about whether it’s ‘log in’ or ‘login.’
- Subject-matter expert matching. Automatically suggests linguists who’ve worked on similar content. So you don’t need to explain what an API is again.
- Workflow automation. Continuously translates new documentation additions and syncs with platforms like WordPress and Microsoft OneDrive.
- Quality assurance enforcement. Built-in checks to maintain terminology consistency across large documentation sets. Catch inconsistencies that would otherwise keep you up at night.
These features address common technical translation needs, from untangling tricky terminology to automating your most tedious workflows.
Pricing
Phrase’s Starter plan will set you back $125 per month, billed annually.
Since this package only offers “basic product capabilities,” you may need to upgrade to meet your technical translation needs. It’s a steep jump to the Team plan, which starts at $1,045 per month.
What users say
According to one G2 reviewer:
3. SYSTRAN: Machine translation for specialized industries
SYSTRAN has been around for decades. It’s like the grizzled veteran of MT.
Source: SYSTRAN
Originally built for government use, it now focuses on neural machine translation (NMT) tuned for professional environments like engineering and IT.
Key features
Alongside the usual suspects like TM and terminology management, SYSTRAN brings several features tailored for technical translation challenges:
- Industry-specific engines. Pre-trained models for fields like automotive and legal. So when your manual mentions ‘torque specifications’ or ‘compliance protocols,’ the AI knows what you’re talking about.
- Formatting preservation. Keeps the structure of technical documents intact. Tables stay tables, and your carefully crafted numbered procedures don’t turn into paragraph soup.
- API access and integration with CAT tools. Plugs into existing translation workflows — including XTM — so technical translators can use SYSTRAN without abandoning their preferred tools.
SYSTRAN’s no-nonsense approach to technical terminology and document structure makes it a reliable choice for most technical teams.
Pricing
SYSTRAN’s Pro Plus plan is $18.99 per user per month with no commitment. However, it’s missing key features like translation memory and post-editing that you need for serious technical translation.
To get those, you’ll likely need to start with the Pro Premium plan at $34.99 per user per month. Fine for small teams, but will add up fast when you scale.
What users say
According to one G2 reviewer:
4. memoQ: Traditional CAT tool with a no-frills interface
memoQ is a CAT tool that’s carved out a niche in the “premium translation sector.” Aka large-scale, high-stakes projects where one foul move costs serious money.
Source: memoQ
Unlike tools built for speed and volume, memoQ is for technical translation teams who need to control every little detail.
Key features
Beyond the standard CAT tool kit, memoQ throws in some extras for technical translation:
- Highly customizable QA. Configure QA checks for whatever regulatory hoops you need to jump through. Essential when one mistranslated warning label could trigger costly recalls or compliance issues.
- MT with AI Quality Estimation. Connects to major MT engines and uses AI to estimate translation quality.
- Fort Knox-level security. ISO27001 certified with on-premises or secure cloud deployment options. Crucial when you’re translating confidential technical specs.
- Automation via Content Connector. Automates import/export workflows and keeps an eye on source changes. Your dev team pushes changes, and translations begin.
- LiveDocs. Use whole previously translated documents as references, not just individual segments. Handy when you’re updating a technical manual thicker than a phone book. It’s a no-frills setup, but it gets the job done.
memoQ is not the most user-friendly tool on this list. Still, when you need surgical precision on complex projects, it delivers where it counts. Plus, extensive integration options including Rigi add extra muscle.
Pricing
The Starter plan costs $204 per month, billed annually. It covers basic needs for very small teams but lacks the advanced features and integrations that make memoQ worthwhile in the first place.
The Essential plan, at $826 per month, adds the key functionality most technical translation teams need.
What users say
According to one G2 reviewer:
5. Lilt: AI-focused translation tool for high-speed workflows
Lilt takes a different approach to the AI translation game. Instead of just throwing machine translation at your content and hoping for the best, it learns from professional translators as they work.
Source: Lilt
The platform is designed for tech companies and product teams that need their documentation translated as fast as they can ship new features.
Key features
Lilt offers several capabilities designed for technical translation workflows:
- Custom-trained AI translation engine. Its AI models train on your existing documentation and terminology. It learns your company’s specific lingo, not generic technical jargon.
- Real-time adaptive translation. The system notes translator choices during each session. So if you consistently translate ‘deprecated’ as ‘obsoleto’ instead of ‘desaprobado,’ it picks up on that pattern and suggests it going forward.
- High-speed delivery at scale. Built for fast turnaround on large volumes, which works well for agile development teams who need updated technical content translated yesterday.
In short, it’s built to keep up with fast-moving technical translation teams who don’t have time to babysit their tools. Plus, with its XTM Cloud connector, Lilt packs a punch — so you never miss a beat.
Pricing
Lilt keeps its pricing behind closed doors. You’ll need to book a meeting to see if it will be cost-effective for your team.
What users say
According to one G2 reviewer:
How to choose the right technical translation software for your needs
Your perfect match isn’t the translation solution with the most bells and whistles. It’s the one your localization team will want to use.
Here’s what to consider when making your tool choice.
Match features to your content and team needs
Before you’re seduced by another software demo, ask: Does it actually fit how our team works?
While 52% of software buyers chase productivity gains, the smart money goes on tools that gel with your real workflows and content needs. Start by auditing what content you translate, then map tool features to your reality.
Are you mostly doing user manuals that need rock-solid terminology management? API documentation that requires dev-friendly integrations? Software localization where visual context is everything?
Each content type has different pain points that specific features address.
Next, assess your team setup:
- Work with a revolving door of freelancers? You’ll want tools that don’t need a PhD to figure out.
- Got dedicated linguists on staff? Skip the training wheels and focus on features that simplify their daily tasks.
- Mixing translation services with internal teams? Look for platforms handling different collaboration styles. Without making anyone jump through hoops.
Nail this, and your software becomes the teammate everyone actually wants to work with.
See if XTM Cloud is your perfect match
Got a few minutes to spare? Get free expert guidance to see which TMS is the best fit for your business.
Enable easy integration with your existing tech stack
When software connects with your current tools, you spend less time wrestling with file transfers. And more time getting quality translations done.
Check for integrations that connect directly with the platforms your technical content lives in:
| Integrations | What they do | Examples |
| Documentation platforms | Sync source and translated docs automatically | Confluence, GitBook, Notion, MindTouch |
| Version control systems | Plug into dev workflows to localize strings right from the codebase | GitHub, GitLab, Azure DevOps, Bitbucket |
| Design tools | Pull in UI strings and diagrams so nothing gets lost in translation | InDesign, Figma, Adobe XD, Sketch |
| Content management | Push translated content live without the clunky back-and-forth | Drupal, WordPress, Contentful, custom CMS platforms |
| Project management | Keep localization tasks in sync with the tools your team already lives in | Jira, Asana, Trello, Monday.com |
| CAT tools | Let your linguists stick with the tools they know, with TM and QA included | Trados, SmartCat, Memsource, Wordfast |
The average company already manages 106 different SaaS tools. The last thing you need is translation software that forces you to jump between even more platforms.
Make sure the software won’t break as you scale
Pick software that won’t crash and burn when your ‘quick translation’ turns into a full-scale localization job.
Your translation needs can grow faster than you think. That handful of help articles magically becomes user manuals and API docs across multiple markets before you know it.
Your software needs to handle this growth without breaking a sweat. Look for platforms that can manage:
- Volume spikes. Go from 100 words to 100,000 (or two million!) without slowing down.
- Team expansion. Have multiple translators working simultaneously without system crashes.
- Language additions. Add new markets and language pairs (including right-to-left languages like Arabic) without requiring a complete platform switch.
The best translation software scales invisibly. Whether you’re coordinating three people or 30, it should feel exactly the same.
Because the last thing you need when your business is booming is translation software that becomes your biggest stumbling block.
Read the fine print to see if the pricing model fits your budget
Translation software pricing can feel like trying to decode airline ticket costs. Don’t just look at the sticker price. Dig into what you’re actually paying for.
That ‘affordable’ per-word option might rack up translation costs, fast. Especially if you’re dealing with thousands of pages monthly.
Seemingly similar tools can have wildly different price tags depending on how they structure their fees:
- 54% of software companies charge per user. Great if you have a small team steering the localization ship.
- Others price by word count. Perfect for occasional large projects.
- Some go with flat project rates. Ideal for predictable, recurring work.
If your volumes are substantial, a higher upfront cost for unlimited usage could save you money in the long run. Remember, the real savings come from efficiency gains.
Johnson Controls discovered this when it switched from external providers to XTM Cloud.
Sure, it had software costs to consider. But by bringing translation control in-house and leveraging centralized translation memory, it slashed localization expenses. While cutting project timelines by four weeks.
Check for translator-friendly UX and support excellence
Here’s the thing about technical translation software. If your translators hate using it, your projects will suffer. No matter how many fancy features it has.
Pay attention to the little things that make or break daily workflows:
- Can translators easily see the context for texts they’re working on?
- Is the interface cluttered with buttons they’ll never use, or focused on what they truly need?
- Does the software remember their preferences, or must they reconfigure everything each time they log in?
The best platforms make learning easy with centralized resource hubs housing everything from quick-start guides to advanced tutorials.
Take the XTM Customer Resources Center. It puts documentation, video training, knowledge base articles, and support all in one searchable place.
When your deadline is Monday morning and something breaks on Friday afternoon, you don’t want to waste time figuring out where to find help.
The best technical translation technology is the one that works for you
The most advanced system in the world isn’t much use if your team avoids it. The best technical translation technology strikes a balance. It supports your specific industry needs. Yet it’s simple enough to adopt without endless training for your translators.
Whether you work in software, manufacturing, healthcare, or law, your chosen tool should help you produce high-quality translations quickly and consistently. Not bog you down with unnecessary complexity.
If a platform integrates well with your existing workflows and earns the trust of team members who actually use it, you’re on the right track.
Why technical translation teams choose XTM Cloud
Loved by localization teams in software, manufacturing, life sciences and automotive. See how it can transform your translation workflows.