Translation / interpreting software, built around HIPAA, E&O and certified-translation + certificate-of-accuracy pack with e-sign/notary

Arkathos gives a translation a workspace tailored to how the work actually runs — This workspace is built around billing per-word/per-project translation and issuing certified translations. Arkathos tailors a translation workspace around 5 agents: Treasury, Sentinel, Scribe, Quartermaster, Herald.

Compliance a translation can't afford to miss

Watchtower tracks every license, bond, insurance policy, and continuing-education requirement for a translation, with renewal cadences and staged reminders so nothing lapses.

• A translation must maintain a Business registration (LLC / DBA / sole-proprietor filing), through the State Secretary of State / county clerk, which has no fixed renewal cycle.
• A translation must maintain a General Business License, which renews every year.
• A translation must maintain a ATA Certification (Certified Translator), through the American Translators Association (ATA), which renews every 3 years.
• A translation must maintain a DBA / Fictitious Business Name Registration, through the County Clerk, which renews every 5 years.
• The ATA Certification (Certified Translator) carries a continuing-education requirement of 20 hours every 36 months (1h Ethics (Ethics Module, 1 CEP, required first reporting period only), 19h General (approved CEP activities)).
• A translation must maintain a Home Occupation Permit, through the Municipal Zoning Dept, which has no fixed renewal cycle.
• A translation must maintain a Professional Liability (Errors & Omissions) Insurance, which renews every year.
• A translation must maintain a State-certified / licensed court interpreter, through the State Administrative Office of the Courts / Judicial Council, which renews every two years.
• The State-certified / licensed court interpreter carries a continuing-education requirement of 16 hours every two years (4h Ethics, 12h General (court interpreting skills / law / language)).
• A translation must maintain a ATA Certified Translator Credential, through the American Translators Association (ATA), which renews every 3 years.
• A translation must maintain a CCHI Certified Healthcare Interpreter (CHI / CoreCHI), through the Certification Commission for Healthcare Interpreters (CCHI), which renews every 4 years.
• The ATA Certified Translator Credential carries a continuing-education requirement of 20 hours every 36 months.
• The CCHI Certified Healthcare Interpreter (CHI / CoreCHI) carries a continuing-education requirement of 32 hours every 48 months (2h Ethics (interactive ethics, min 2h effective Jan 1 2027), 4h Performance-based (skill-building in 3 interpreting modes, min 4h), 26h General (healthcare interpreting; max 8h non-instructional, max 8h written translation)).
• A translation must maintain a NBCMI Certified Medical Interpreter (CMI), through the National Board of Certification for Medical Interpreters (NBCMI / IMIA), which renews every 5 years.
• A translation must maintain a State Court Interpreter Certification, through the State Administrative Office of the Courts, which renews every two years.
• The NBCMI Certified Medical Interpreter (CMI) carries a continuing-education requirement of 30 hours every 60 months (30h General (medical interpreting; 3.0 CEUs = 30 contact hours; no ethics/performance sub-minimum)).
• The State Court Interpreter Certification carries a continuing-education requirement of 16 hours every two years (14h General, 2h Ethics).
• A translation must maintain a Medical Interpreter Certification (CCHI / NBCMI), through the Certification Commission for Healthcare Interpreters (CCHI), which renews every 4 years.
• A translation must maintain a Professional liability / Errors & Omissions (E&O) insurance, through the Commercial insurer (e.g., ATA-endorsed program), which renews every year.
• The Medical Interpreter Certification (CCHI / NBCMI) carries a continuing-education requirement of 32 hours every 48 months.
• A translation must maintain a General liability insurance, through the Commercial insurer, which renews every year.
• A translation must maintain a Cyber liability insurance, through the Commercial insurer, which renews every year.
• A translation must maintain a Notary Public Commission, through the Secretary of State, which renews every 4 years.
• A translation must maintain a Cyber Liability / Data Breach Insurance, which renews every year.
• A translation must maintain a Workers' compensation insurance, through the State-regulated workers' compensation insurer, which renews every year.

Everything Arkathos runs for a translation

These are the agents set up first for a translation — and because it's one platform, every plan includes all 16 Arkathos agents. Also included whenever you need them: Guardhouse, Courier, War Room, Armory, Marshall, Mint Warden, Vault Keeper, Watchtower, Bulletin Board, Client Portal.

• Treasury — Invoicing & payment collection, Expense tracking, Accounting & bookkeeping, Business tax prep & filing, Recurring billing & subscriptions, Financial dashboards & reports.
• Sentinel — Contact & lead management, Deal / estimate pipeline, Task & follow-up tracking, SMS & email outreach, Pipeline reporting.
• Scribe — Document & contract templates, E-signature, Proposal & form builder, PDF / Word export.
• Quartermaster — Online booking & appointments, Calendar & availability, Events & waitlists, Automated reminders, Job dispatch & scheduling.
• Herald — SEO & get-found content, Social media scheduling, Email & newsletter campaigns, Brand voice & content studio, Review & reputation growth, AI-overview & directory visibility.

Your tailored translation workspace

These are net-new, translation-specific capabilities — not a generic CRM bolted onto your industry.

• Certified-translation + certificate-of-accuracy pack with e-sign/notary (Scribe): USCIS/court-ready certificate-of-accuracy and translator-declaration templates bound to each deliverable, with e-sign, an optional notarization step, and the retention rules certified output requires.
• Per-word / language-pair rate-card billing (Treasury): Word-count-driven pricing with per-language-pair rate cards, plus per-project and per-hour interpreting lines and agency-vs-direct rate splits.
• Translation project board (Sentinel): Project objects carrying source/target language pair, word count, deadline, and certified-vs-standard flag, with agency POs tracked separately from direct-client work.
• Interpreter credential & CE renewal tracker (Watchtower): Ledger for court-interpreter roster status, CCHI/NBCMI, and ATA certifications with CE-hour totals and renewal-date alerts; the renewal/expiry engine exists, this seeds the cert types.
• Secure source-document intake (Client Portal): HIPAA/attorney-client-privileged source documents uploaded through a secure portal with access audit instead of email, before translation begins.

The agents and tabs you get

Treasury for a translation surfaces Financial sheet, Invoices, Draft estimate, Transactions, Chat. Sentinel for a translation surfaces Overview, Contacts, Tasks, Chat. Scribe for a translation surfaces Documents, Templates, Chat. Quartermaster for a translation surfaces Calendar, Bookings, Availability, Chat. Herald for a translation surfaces Brand voice, Compose, Schedule, Get found, Directories, ✦Studio, Chat.

Frequently asked questions

best software for a translation agency business

Translation tools split two ways: a TMS/CAT tool (memoQ, Smartcat, Protemos, XTRF) for translation memory and projects, plus business ops—CRM, invoicing, scheduling, payroll. Arkathos handles the ops side at flat pricing.

interpreter scheduling software / how to schedule interpreters

Dedicated platforms (Boostlingo, Terpsy, Aqua Schedules, ScheduleInterpreter) match interpreters by language, location, and availability, auto-send reminders, and automate billing. Arkathos combines scheduling with CRM and invoicing in one flat-priced platform.

how much do translators charge per word

US professional rates run about $0.09–$0.30 per word, with a 20–35% premium for technical, legal, or medical content. Some translators charge hourly for transcreation, where word count understates the effort.

do I need a CAT tool and translation memory

A CAT tool stores past translations in a translation memory so you reuse repeated segments—faster work, consistent terminology. It's not mandatory, but roughly 88% of translators use one, especially for technical or frequently-updated content.

HIPAA compliant interpreting services requirements

Medical interpreting requires qualified interpreters, a signed Business Associate Agreement (BAA), encrypted scheduling and communication channels, and minimum-necessary PHI handling. Consumer Zoom or Skype accounts fail HIPAA without a BAA and end-to-end encryption.

invoicing software for freelance translators

Translator-specific options like Translation Office 3000, Protemos, ProZ, and Bonsai produce multi-currency, per-word invoices. Arkathos bundles invoicing with bookkeeping, payments, and payroll so you aren't stitching separate tools together.

how to start a translation and interpreting business

Pick a niche, choose a structure (often sole proprietorship or LLC), consider certification for credibility, get insurance, and build a website. Solo startup runs roughly $500–$2,500; a full agency $5,000–$15,000.

how to find clients for a translation business

Use marketplaces (ProZ, Smartcat, TranslatorsCafe), a niche website and LinkedIn, direct outreach to law firms and exporters, agency subcontracting, and referrals. A CRM helps track outreach and follow-ups so leads don't slip.

software to manage freelance linguists and translation projects

Translation business management systems—XTRF, Protemos, Projetex, Awtomated—maintain a linguist pool, assign and track projects, and handle vendor invoicing and payments. Arkathos adds CRM, scheduling, payroll, and compliance under one flat price.

What licenses and insurance does a translation need?

Arkathos tracks 18 items for a translation, including Business registration (LLC / DBA / sole-proprietor filing), General Business License, ATA Certification (Certified Translator), DBA / Fictitious Business Name Registration. Each renewal and expiration is monitored in Watchtower with staged reminders.

What continuing education is required for a translation?

The ATA Certification (Certified Translator) carries a continuing-education requirement of 20 hours every 36 months (1h Ethics (Ethics Module, 1 CEP, required first reporting period only), 19h General (approved CEP activities)). The State-certified / licensed court interpreter carries a continuing-education requirement of 16 hours every two years (4h Ethics, 12h General (court interpreting skills / law / language)). The ATA Certified Translator Credential carries a continuing-education requirement of 20 hours every 36 months. The CCHI Certified Healthcare Interpreter (CHI / CoreCHI) carries a continuing-education requirement of 32 hours every 48 months (2h Ethics (interactive ethics, min 2h effective Jan 1 2027), 4h Performance-based (skill-building in 3 interpreting modes, min 4h), 26h General (healthcare interpreting; max 8h non-instructional, max 8h written translation)). The NBCMI Certified Medical Interpreter (CMI) carries a continuing-education requirement of 30 hours every 60 months (30h General (medical interpreting; 3.0 CEUs = 30 contact hours; no ethics/performance sub-minimum)). The State Court Interpreter Certification carries a continuing-education requirement of 16 hours every two years (14h General, 2h Ethics). The Medical Interpreter Certification (CCHI / NBCMI) carries a continuing-education requirement of 32 hours every 48 months. Watchtower logs hours by category and flags shortfalls before the deadline.

Which Arkathos agents does a translation get?

Arkathos tailors a translation workspace around 5 agents: Treasury, Sentinel, Scribe, Quartermaster, Herald.

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