Montesino Translation – OCR & Automation Backend System

Project Overview

Montesino Translation required a highly automated backend system capable of handling document uploads, instant quotation generation, job workflows, payments, and customer account management with minimal human intervention.

This project focuses entirely on the backend architecture, automation logic, and system intelligence that powers the frontend platform.

Business Challenges

• Manual quotation processes causing delays and pricing inconsistencies

• Complex pricing logic based on document type, language pairs, and content density

• Handling multiple files simultaneously without performance bottlenecks

• Managing enterprise clients with multiple users under one account

• Tracking job progress across multiple workflow stages

• Supporting multiple payment methods, rewards, coupons, and gift cards

Solution Delivered

A robust backend automation system was designed to transform document translation requests into a fully self-service workflow. From file upload to pricing, payment, and job tracking, the system operates with minimal manual intervention while maintaining accuracy and scalability.

Key Backend Features & Implementation

• Automated Document Processing Pipeline
  Uploaded documents are converted into images, pre-processed for quality enhancement, and prepared for OCR execution.

• Advanced OCR & Content Analysis
  OCR is performed using external APIs, followed by intelligent content segmentation where images are split into grid blocks (3×3) to analyse text density and structure.

• Dynamic Pricing Algorithm
  Pricing is calculated automatically based on:

  • Language pairs

  • Word count

  • Page density analysis

  • Document structure
    The system determines page equivalency dynamically, ensuring fair and accurate pricing.

• Parallel File Processing
  Multiple files can be uploaded simultaneously, with quotation calculations running in parallel and aggregated into a single final price.

• Workflow-Based Job Management
  Translation jobs move through defined workflow stages (received, processing, assigned, in progress, completed), allowing both admins and customers to track progress in real time.

• Enterprise Account Architecture
  Each account number represents a company, supporting multiple users with role-based access (super admin, admin, staff).

• Payments, Rewards & Discounts Engine
  Supports card payments and PayPal, along with:

  • Coupon codes

  • Gift cards

  • Cashback-based reward balances

  • Transaction history and invoicing

• Notification & Email System
  Automated emails triggered on quotation, payment success, job status updates, and completion.

• Scalable & Extensible Architecture
  Designed to support additional languages, pricing rules, services, and automation workflows without core rewrites.

Technology Stack

• Backend: PHP-based application architecture

• OCR: API-driven OCR processing

• Automation: Custom algorithms and workflow engines

• Database: Relational database with structured entities

• Payments: Card payments & PayPal integrations

Outcome

The backend system transformed Montesino Translation into a highly automated translation platform capable of delivering instant quotations, handling enterprise clients, and managing translation workflows at scale. The solution significantly reduced manual effort, improved pricing accuracy, and enabled faster order processing.