How to get started with a Translation Management System (TMS)

As soon as a product needs to support more than one language, translation quickly becomes a workflow problem, not just a linguistic one. Files get out of sync, keys go missing, and updates become harder to track. This is where a Translation Management System (TMS) becomes essential.

In this guide, you'll learn what a TMS is, when you need one, and how to get started step by step using SimpleLocalize as a practical example.

What is a Translation Management System (TMS)?

A Translation Management System (TMS) is a tool that helps teams manage, update, and deliver translations across software products, websites, and applications.

A TMS acts as a central hub for:

• translation keys and text
• multiple languages and locales
• collaboration between developers and translators
• versioning and updates

Instead of sending files back and forth or editing translations manually, a TMS keeps everything organized and connected to your development workflow.

Check out more details about translation management.

When do you need a TMS?

You will benefit from a TMS if:

• your product supports more than one language
• translations change frequently
• developers and translators work asynchronously
• you want to automate updates instead of copying files manually

Even small projects often reach this point sooner than expected.

Benefits of using a TMS

Using a TMS like SimpleLocalize brings practical advantages:

• Centralized translation management

  All translations and versions are stored in one place.

• Better translation quality

  Context, screenshots, QA checks, and translation memory improve consistency.

• Faster localization cycles

  New keys and updates are detected and delivered automatically.

• Scalability

  Adding new languages does not require changing your workflow.

• Collaboration

  Developers, translators, and managers work in the same system.

What is SimpleLocalize?

SimpleLocalize is an online Translation Management System designed for software and web localization. It focuses on simplicity, automation, and smooth integration with development workflows.

Key capabilities include:

• cloud-based translation editor
• support for common localization file formats
• automatic key syncing via CLI or API
• translation hosting and delivery
• access control for team members
• backups and versioning
• integration options (CLI, API, webhooks, GitHub, Webflow etc.)

Getting started with a TMS using SimpleLocalize

1. Create an account

Start by creating an account in SimpleLocalize. New accounts begin with a 14-day Team plan trial, allowing you to test all features. After that, you can continue with a free plan for small projects.

View pricing and plans.

2. Create a project and add languages

After signing in, create your first project. A project groups:

• translation keys
• supported languages
• integration settings

Choose the languages you want to support; you can always add more later.

3. Import existing translations (optional)

If you already have translations, you can import them directly. SimpleLocalize supports formats such as:

• JSON (single- and multi-language)
• CSV, XLSX
• YAML, XML, PO
• XLIFF, RESX
• and more...

Check the full list of supported file formats.

You can import translations via:

• file upload
• CLI
• API
• upload using integrations (e.g., GitHub, Figma etc.)

Tip: Instead of uploading translation files, you can start by adding a few custom keys and translate them for a quick test.

4. Translate content using the editor

Once your project is set up, translations are managed in the cloud editor. The editor allows you to:

• edit translations inline
• use keyboard shortcuts
• switch between list and table views
• add descriptions and screenshots for context
• check QA issues
• apply review statuses
• add comments for collaboration
• and much more!

Context helps translators understand where text appears in the product, which improves quality and consistency.

Learn how to get started with the translation editor.

5. Auto-translate content (optional)

SimpleLocalize includes auto-translation powered by engines such as OpenAI, DeepL, and Google Translate. You can also connect your own API keys for these services and use different LLM models through OpenRouter integration.

You can:

• auto-translate individual keys
• translate all missing keys in a language
• use machine translation as a starting point for human review

Learn more about the auto-translation tool.

6. Export or deliver translations

Once translations are ready, you can:

• export files in your required format
• sync translations automatically using CLI or API
• host translations and deliver them dynamically

This removes the need for manual copying and keeps your app in sync with translation updates.

Managing translations over time

After the initial setup, you will need to manage translations as your product evolves. SimpleLocalize provides tools to help with this:

Translation keys, context, and screenshots

Keys can be added manually or synced automatically from code. You can attach:

• descriptions
• screenshots
• namespaces
• tags

This helps translators understand usage and prevents errors.

In the translation editor, you add translation keys manually. There may be multiple translation keys with translations in the selected language at once, and you can even assign them a namespace.

Backups and version control

Localization changes over time. SimpleLocalize allows you to:

• create manual backups
• restore previous versions
• copy translations between projects

Additionally, it creates automatic snapshots of your project before major changes, such as bulk imports or auto-translations.

Learn more about backups.

Integrating a TMS into your workflow

• CLI

  Automate import/export and syncing from your build or CI pipeline.

• Webhooks

  React to translation updates in real time.

• API

  Build custom localization workflows or integrations.

• Integrations

  Connect SimpleLocalize with popular tools like GitHub, Figma, Webflow, Shopify and more.

Conclusion

A Translation Management System helps teams move from manual, error-prone translation handling to a scalable localization workflow. With a TMS like SimpleLocalize, translations become part of your development process, not a bottleneck.

If you are just starting with localization or looking to improve an existing workflow, setting up a TMS is one of the most impactful steps you can take.

Ready to get started? Create your SimpleLocalize account today!