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Step-by-step guides for scheduling, billing, interpreter tools, and everything else in OneTerp. Use the search bar above or browse by topic.
Video guides
1Getting Started
Create 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.
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.
Security, privacy, and HIPAA
How OneTerp protects health information, and what that means for email, texts, and accounting sync.
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.
Set your availability
Set a weekly default availability and optionally override it for specific agencies.
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 partner interpreter 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
Set your email and SMS notification and reminder preferences globally and per agency.
Sync your schedule to your calendar app
Subscribe to a secure link that keeps your jobs flowing into Google, Apple, or Outlook calendars.
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
Get started with Freelance HQ
Freelance HQ is your home for running your own interpreting business, income, invoices, expenses, CEUs, and a public portfolio, all in one place. 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.
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.
Track your CEUs
Log your continuing education units toward the RID cycle and watch progress rings fill toward your totals.
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
Create 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, then edit or cancel just one, this-and-future, or all occurrences.
Use the dispatch board
Fill, reassign, and release jobs by dragging chips between the Unassigned row and interpreter rows on the day grid.
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.
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.
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
Review and approve interpreter closeouts
Review each completed assignment, compare what was submitted against what was booked, and approve it for billing and payout.
Auto-approve clean closeouts
Turn on automatic approval for closeouts that exactly match the booked job with no travel, expenses, or discrepancies.
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, choose a payment method, 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 staff hours or payroll totals across.
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.
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
Manage customers, locations, and contacts
Build and maintain your customer directory, each with its own billing defaults, job locations, and onsite contacts.
Manage consumers
Record the Deaf or LEP individuals you serve, with their language and preferred or do-not-send interpreters.
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.
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 (PTO, sick, unpaid), choose how each earns hours, and manage per-type balances that are 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 credential and skill tags
Choose which tags your agency books with, add your own, and use them for eligibility gating and best-fit dispatch.
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
Connect 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 SMS and email templates that go out automatically for offers, assignments, cancellations, and updates.
Send a batch message to your roster
Filter your roster and broadcast an SMS, email, 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.
Portal, Import & Reports
Set up the customer booking portal
Give a customer a branded, PIN-protected link where they can submit interpreter requests directly.
Review incoming portal requests
See requests customers submit through the booking portal and turn them into assignments or reject 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 dashboard covering operations, billing, interpreter performance, and customer value.
Download a backup of your data
Export CSV archives of your customers, roster, and other records whenever you want a copy of your own data.
Account & Subscription
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.
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.
Delete your account
Permanently delete your OneTerp account and personal data from Account Settings. It cannot be undone.
Get help and submit a support ticket
Open a support ticket from any help article, then track the two-way conversation until it is resolved.
Can't find what you need?
Submit a ticket and the OneTerp team will follow up.
