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Step-by-step guides for scheduling, billing, interpreter tools, and everything else in OneTerp. Search, or browse by topic.
Video guides
104Getting Started
11Create your account and choose your role
Sign up for OneTerp and tell us whether you run an agency or interpret in the field.
Log in and reset your password
Sign in to your account and recover access if you forget your password.
Manage your account and profile
Update your name, contact details, photo, and password from your account settings.
Get around the OneTerp app
Use the bar at the bottom of the app, open More for everything else, and choose which three shortcuts sit on the bar.
Choose your languages
Search the shared language list to set the languages you interpret or your agency offers, and what to do when one is missing.
Switch between Agency and Interpreter view
If you both run an agency and interpret in the field, toggle between your two dashboards from the sidebar.
Join an agency as office staff
Back-office staff (scheduling, billing, admin) join an agency through an invite link the agency sends them.
Run a volunteer interpreter group
Coordinate a small volunteer group (church, ministry, community) with a shared schedule. No customers, no billing, completely free.
Switch between light and dark mode
Pick Light, Dark, or Auto (match your system) from the sidebar.
See what's new in OneTerp
Release notes pop up once after an update, showing only the parts that apply to you, and you can reopen them any time.
Security, privacy, and HIPAA
How OneTerp protects health information, and what that means for email, app notifications, and accounting sync.
Your Work
24Mentoring in OneTerp
Pair up with a mentor or a mentee: practice clips, feedback pinned to the exact moment in a video, write-ups of observed work, and a confirmed log of mentoring hours.
Use your Home page and Up next
Home is where you land: your CEU countdown, what's waiting on you, and one ranked Up next list of everything coming up, with tabs for the rest of your work.
Accept or decline assignment offers
Respond to direct and broadcast assignment offers right from your offer card.
View your upcoming assignments
See all your confirmed jobs, pending offers, and self-logged work in one place.
See your jobs on a calendar (month, week, day)
Switch My Assignments from a list to a month, week, or day calendar to see your jobs, availability, and time off laid out.
View your agency's schedule (Dispatch)
If an agency lets you see its schedule, a Dispatch row in your sidebar opens its whole board, read only, where you can also place interns.
Set your availability
Mark the hours you are regularly unavailable, as a default for every agency or differently for one agency.
Request leave or time off
Block out unavailable dates, contractors do it instantly; W-2 staff submit leave for approval.
Clock in and out (W-2 staff)
W-2 staff clock in and out per agency for payroll, with a live timer and punch history.
Submit a job closeout
After a job, confirm your actual times, travel, and expenses so it can be billed and paid.
Take written translation jobs
Opt in to written work, accept document jobs with a due date, and deliver the finished translation with its word count.
Track your earnings
See your total earnings from submitted closeouts plus outside work, by agency and date range.
Read your earnings reports
Six reports on your Earnings page show what you are owed, your true hourly rate, income trends, travel, cancellations, and your year in review.
Manage connected agencies and propose rates
Accept agency invites, see your relationships, and propose your own differential rates.
See your teammate's contact info on team jobs
On team assignments, view your teammate and their shared phone or email.
Find agencies and get discovered
Browse agencies looking for interpreters in your area, request to join, and opt in so agencies can find you.
Choose how you get notified
Choose which emails you get, how job alerts reach you in the app, and your reminders, for every agency or one at a time.
Sync your schedule to your calendar app
Subscribe to a secure link that keeps your jobs flowing into Google, Apple, or Outlook calendars.
Track your CEUs
See exactly how many CEUs you have left and how long you have, for every credential you renew. Free.
Set up a CEU countdown for each credential
Choose RID, BEI, a state credential or your own numbers, check the cycle dates and requirements, and track several credentials at once. Free.
Get your monthly CEU email and deadline alerts
Everyone with a CEU countdown gets a free monthly check-in email. Premium adds alerts as a deadline gets close or you fall behind pace.
Find CEUs that fill your gap
Browse CEUs for free. With Premium, see them ranked against what each of your credentials still needs.
Manage your documents
Keep a private document vault, fulfill agency document requests, and read & acknowledge agency policies.
Claim an agency's qualifications
Put an agency's own qualification tags on yourself, either straight away or by asking them to confirm.
Freelance Tools
7Get started with your freelance tools
Your freelance tools live on your Home page: log your own jobs, invoice your own clients, track expenses, and see your income. Tracking your jobs and income is always free.
Quickly log a job from anywhere
Use the floating 'Log Job' button to capture any freelance job in about ten seconds, with smart defaults that remember your last client.
Log external jobs and send invoices
Track all your own freelance jobs, close them out, build customizable PDF invoices, and email them straight to your clients from your own mailbox.
Send invoices from your own mailbox
Connect your own email account once, so the invoices you email to your freelance clients come from your address and their replies land in your inbox.
Track expenses, mileage, and tax deductions
Log business expenses and mileage, attach receipts, and export a Schedule C tax summary to make tax prep easier.
Build your public portfolio page
Create a shareable public portfolio page with a vanity link, a downloadable PDF résumé, and a contact form, no private details exposed.
Let OneTerp suggest your mileage
Turn the jobs you actually drove to into suggested mileage entries for your own tax records, which you review before anything is saved.
Scheduling & Dispatch
19Create or edit an assignment
Use the assignment form to book a single interpreting job with customer, consumer, language, time, location, and team slots.
Set up recurring assignments
Create one job that repeats on a schedule, staff the whole run at booking time, then edit, extend, or cancel just one, this-and-future, or all occurrences.
Use your agency Home
Home is one page of what needs your agency next: jobs happening now, a ranked Up next list, pending offers, your team, recent activity and, if you handle billing, money and customers.
Use the dispatch board
Fill, reassign, and release jobs by dragging chips between the Unassigned lane and your interpreters, with the day laid out sideways or upright.
Color-code job chips
Choose whether job chips are colored by language, customer, or location, and pick the color for any one of them.
Offer jobs vs. assign them directly
Turn on Offer Mode to send jobs as offers the interpreter must accept, instead of assigning them directly.
Use best-fit ranking and one-click auto-assign
Let OneTerp rank interpreters by fitness for a job and fill open slots in one click with the top candidate.
Broadcast an offer to multiple interpreters
Send one open slot to several best-fit interpreters at once, first to accept wins, the rest are told it's filled.
See who you've asked, and mark who said no
Every job card lists everyone offered the job and their answer. Record a no that came by text or phone so nobody offers it to them again by mistake.
Work through your unfilled jobs
Open a ranked drawer of every upcoming open slot and fill them one at a time without scanning the board.
Save drafts, duplicate jobs, and reuse templates
Save a half-finished job as a draft, clone an existing job in one click, or reuse saved job presets to speed up repetitive bookings.
See the whole week and month at a glance
Use Week View to see every interpreter's week side by side, and the Month Heat Map to spot your busiest days, then click through to the board.
Book and manage written translation jobs
Run document translation work end to end: book the job with a due date, assign a translator, review the delivered file, and bill by the word.
Schedule agency events (meetings and trainings)
Book internal events like staff meetings or trainings; attendees are notified and blocked on the dispatch board for that window.
Cancel an assignment and track cancellations
Cancel a job with the customer contact recorded, let the system decide if it's billable under your cancellation policy, and look every cancellation up later in the Cancelled tab.
Keep internal notes on a job
Leave dated, signed notes on a job that only your managers can see. Interpreters, customers, and view-only staff never do.
Require a tag on a job, and filter the board by tags
Turn a tag from a ranking nudge into a real requirement, and narrow the dispatch board to the people and jobs that carry a tag.
Split a job between interpreters
Split one billable job so one interpreter hands off to another partway through, without changing the slot count or the customer charge.
Turn on readable job numbers
Give every job a short number like C-DKY-EPH-0001 that your team, your interpreters, and your customers can all quote.
Billing & Payouts
18Review and approve interpreter closeouts
Review each completed assignment, compare what was submitted against what was booked, and approve it for billing and payout.
Fix a mistake after you approved a closeout
Undo an approval with Send back, correct the hours, mileage, expenses or charges, then approve the job again.
Auto-approve clean closeouts
Turn on automatic approval for closeouts that exactly match the booked job with no travel, expenses, or discrepancies.
How consumer no-shows are billed and paid
Choose whether a no-show bills and pays the booked time, the logged time, or a fixed number of hours, separately for the customer and the interpreter.
Choose which hours a job bills and pays (Billing time basis)
Decide whether a job is billed and paid on its booked time, its closed-out time, or the full minimum, for customers, contractors and W-2 staff alike.
Round billed time to an increment (15 minutes and more)
Bill and pay interpreting and travel time in fixed steps, such as 15 minutes, and choose whether travel is rounded as a round trip or one drive at a time.
Build and customize a customer invoice
Select a customer's approved jobs and generate a finalized, fully customizable invoice with a live preview that matches the printed result.
Set your invoice house style
Choose a default invoice template, font, color, and visibility toggles once so every new invoice inherits your branding.
Track invoice history and payments
Search and filter your finalized invoices, reopen or reprint them, and record customer payments with a running balance.
Pay your interpreters (payout batches)
Group approved interpreter earnings into a payout batch, send it to your accounting app or download it, and track it through to paid.
Export ACH and W-2 payroll files
Download a bank-ready ACH CSV for 1099 contractor direct deposit and a separate W-2 payroll worksheet CSV for your payroll system.
Manage timecards and overtime (W-2)
Review and approve W-2 employee timecards, backfill missed punches, and calculate regular, overtime, and double-time pay.
Connect and sync QuickBooks Online
Connect your QuickBooks Online company, sync finalized invoices (with patient names stripped) and contractor payouts, link contractors to vendors and W-2 staff to employees, and send one payroll summary entry per pay period (totals only, never names).
Set language rates and rate differentials
Set per-language base rates for what customers pay and interpreters earn, then layer rate differentials (night, weekend, holiday, tag-triggered) on top.
Change your rates: now, backdated, or on a future date
Raise or change a customer's rates so the right jobs bill at the new rate, whether the change starts today, started in the past, or starts on a future date.
Bill a flat fee instead of by the hour
Set up whole-job dollar amounts, an on-call fee or a tech fee, that either replace the hourly charge or get added on top.
Chase overdue invoices automatically
Let OneTerp email a customer when their invoice is past due, after checking QuickBooks to be sure they have not already paid.
Export a billing cycle to CSV
Download a whole billing cycle of invoices as a spreadsheet, either a safe file for importing into QuickBooks or an internal file with the full detail.
Agency Management
23Manage customers, locations, and contacts
Build and maintain your customer directory, each with its own billing defaults, job locations, and onsite contacts.
Find and merge duplicate customers
Spot customers entered twice, then merge them into one record or keep one as a billing group of the other.
Manage consumers
Record the Deaf or LEP individuals you serve, with their language, communication needs, and preferred or do-not-send interpreters.
Leave notes and standing instructions on a consumer
Keep a dated, signed note log on each consumer, and pin the ones that whoever books their next job needs to see.
Set up billing groups and requestors
Billing groups are where a customer's invoicing details live; requestors and billing contacts are the people attached to them.
Manage your team roster
Invite interpreters by email and manage your active, pending, and placeholder relationships, plus office staff, all in one roster.
Add interpreters who don't have accounts yet
Invite and schedule an interpreter who has no OneTerp account; their booked jobs move to their real account when they sign up from your invitation.
Who controls an interpreter's contact info
See an interpreter's phone and account email on their roster entry, and learn why those details stay with the interpreter while everything about how they work with you stays with you.
Set an interpreter's employment type and pay rates
Choose 1099 contractor or W-2 employee per interpreter and set their base, travel, and differential rates.
Set up leave types and PTO balances (W-2)
Define your leave types, choose when each year starts and how hours are earned, give people their own amounts, and manage the balances checked at approval.
Manage staff and team roles
Invite team members, approve office-staff join requests, and set each person's access by area.
Schedule staff shifts (W-2)
Set working hours for W-2 employees using a visual day or week shift editor with paid-lunch handling.
Schedule contractors on purchased (bought) time
Buy blocks of a contractor's time, schedule them like staff during those windows, and pay per block instead of per job.
Find interpreters in your area
Search the opt-in directory for interpreters by state, city, language, and specialty, then invite them to your roster in one click.
Set up your tags
Choose which tags your agency books with, add your own, and use them for eligibility, dispatch ranking, and pricing.
Share files from the Resources tab
A simple file cabinet for general agency files, with built-in OneTerp quick-start guides and one-click email sharing.
Set your branding and agency settings
Configure your logo, agency name and contact, active languages, and scheduling and dispatch automation rules.
Publish your public agency profile
Build a public, no-PHI marketing page where interpreters can request to join and customers can contact you.
Request documents and track compliance
Request documents from interpreters, define required document types, and see every interpreter's compliance at a glance.
Send and collect customer documents
Store blank forms once, send a customer a secure no-login link to fill out, and file what they return.
Set what each team member can access
Grant access by area (Coordinate, Billing, People, Customers, Reports, Settings), each at No access, View, or Manage.
Government and school organizations
School districts, courts, and other government bodies that employ staff interpreters get full scheduling and hours reporting with all billing removed.
Import leave that is already approved
Bring across time off your previous system already approved, with a dry run first and one button to undo the whole batch.
Notifications & Messaging
8Connect your email sender (turn on agency email)
Your agency's scheduling email sends from your own mailbox. Connect Gmail/Workspace, Microsoft 365, or any SMTP provider to turn it on.
Customize automated messages and templates
Edit the email and app push messages that go out automatically for offers, assignments, cancellations, updates, and removals.
Choose which emails your agency sends
Turn any email your agency sends on or off, and set reminder timing, from one screen.
Send a batch message to your roster
Filter your roster and broadcast an email, app push, or both to the interpreters and staff you choose.
Send marketing emails the compliant way
Turn on marketing mode so promotional emails include the required address and one-click unsubscribe, and respect opt-outs.
Send receipts and confirmations to customers
Send a customer a booking receipt and a “who’s covering” confirmation, one job at a time, each with a printable PDF.
Message the interpreters on your roster
Your agency's shared Inbox: one private conversation with each interpreter on your roster, read by everyone with dispatch access.
Message your agency or your mentoring partner
Your Inbox holds a conversation with each agency you work with, your mentoring partner, and OneTerp Support.
Portal, Import & Reports
9Give a customer their own request portal
Turn on a sign-in portal where a customer's staff request interpreters, see which jobs are covered, and change or cancel them without calling your office.
Decide who at a customer can see jobs
Approve, widen or block the people who sign in to a customer's request portal.
Review portal requests and changes
Book what customers send through their portals, answer their changes, or turn a request down.
Answer a customer's change request
When a customer changes a booked job on their portal, small details apply at once and anything that could affect coverage waits for you.
Using your agency's request portal (a guide for customers)
For the people who book interpreters: how to sign in, request an interpreter, follow your jobs, and change or cancel them.
Import your data from another system
Two guided wizards migrate your existing data: Import Your Data builds your customers, groups, locations, and consumers, and the Schedule & Assignment Importer brings in the schedule.
View reports and analytics
Run a date-ranged report covering jobs, filling, workload, closeouts, billing, profit, interpreters, and customers, see everyone's leave balances, and export it as CSV or PDF.
Download a backup of your data
Export archives of your customers, roster, assignments, and Inbox messages whenever you want a copy of your own data.
See who did what in the Audit Log
A permanent record of who changed, deleted, exported or downloaded protected records in your agency, with filters and a CSV download.
Account & Subscription
9Add your skills and credentials
Fill in the tags that describe what you can do, add expiry dates to your certifications, and let every agency you work with see them.
Use the notification bell and history
The bell shows live alerts; click any notification to jump straight to where you can act on it.
View your subscription and billing
Agency owners can see their plan, current usage, projected charge, and open Stripe's portal to manage payment.
OneTerp Premium: what's free and what it adds
Tracking your CEUs, jobs, clients, expenses and income is always free. Premium adds the tools that turn those records into documents other people accept.
Start your Launch Year with a program code
OneTerp Launch gives interpreters coming out of a training program a free year of OneTerp Premium. Your program shares one code, and you redeem it yourself.
Sign your agency billing agreement
Your agreement sets your per-assignment fee and monthly minimum in writing. The owner signs it once, and it has to be signed before the trial ends.
Sponsor OneTerp Premium for your interpreters
Cover OneTerp Premium for your interpreters, either with a pool of seats you hand out or for your whole roster at one flat monthly price. They pay nothing.
Delete your account
Permanently delete your OneTerp account and personal data from Account Settings. It cannot be undone.
Get help from the OneTerp team
Start a request from any help article or from Help & Support, then follow each request in its own conversation with the OneTerp team.
Can't find what you need?
Submit a ticket and the OneTerp team will follow up.
