Which are the best free productivity tools for translators?

By Anna Rioland

AI-powered tools can significantly enhance a freelance translator’s workflow, boost productivity and even improve the quality of translations – provided they are used judiciously. They can help with many aspects of our business, from improving productivity and writing quality to managing finances and time effectively. And there are now some surprisingly effective free tools on offer.

Nevertheless, vigilance is key. Free AI tools require careful oversight to ensure the final translation is accurate, culturally appropriate and aligned with the client’s needs.

Confidentiality remains a crucial aspect of the translation profession. It is vital to protect sensitive or private information shared by clients, so we should always ensure we are using reputable platforms and review their data security protocols. With this in mind, let’s explore some of the best free productivity- boosting tools for freelance translators.¹
 

Writing assistants

Freelance translators often work under time pressure and AI writing tools can help to improve clarity, paraphrase texts and refine the tone of translations. A few options I find useful include:

• Grammarly  Checks for grammar, spelling and style issues, offering suggestions to improve fluency and readability.
• Quillbot  Great for paraphrasing, refining drafts and enhancing the flow of your sentences.
• Linguix  Focuses on grammar, punctuation and tone to ensure polished text.

Managing finances

For freelance translators, staying on top of finances is essential. These free accounting tools can help:

• Wave  A popular accounting tool that offers invoicing, expense tracking and basic financial reporting.
• Zoho Invoice  An intuitive platform to create and send professional invoices, track payments and manage clients.

Time management and productivity

Translation projects require careful time management and AI-powered productivity tools can help you to stay on track.
Favourites include:

• Toggl Track  Analyses your work habits and identifies productivity trends. This is ideal for tracking billable hours.
• Clockify  A time-tracking tool with smart insights into how you allocate your time across projects.

OCR and document conversion

When working with scanned pdfs or non- editable formats, AI-powered OCR (Optical Character Recognition) tools are lifesavers. Among the best free options are:

• Adobe Scan  A mobile app that converts images into editable text.
• iLovePDF  Document conversion with some AI features for enhanced accuracy.
• Google Drive OCR  Automatically extracts text from images and pdfs uploaded to Google Drive.

AI should be seen as an assistant, freeing up more time for translators to focus on the creative and human aspects of their work. It’s important to use technology thoughtfully and remain vigilant regarding data privacy and confidentiality. By embracing AI in a careful and informed manner, freelance translators can thrive in a rapidly evolving industry.

Notes

¹For information on the AI-powered features of various CAT systems and AI-driven machine translation engines, see the previous instalment of 'The AI Toobox' in the last issue (TL63/4)
 

Anna Rioland MCIL Chartered Linguist is a localisation expert and multilingual project management professional with a passion for languages and technology.

This article is reproduced from the Spring 2025 issue of The Linguist. Download the full edition here.