The working manual

On a Mac

1. Pick the build for your Mac: Contextra ships separate native builds for Apple Silicon and Intel. Not sure which Mac you have? Choose Apple menu ▸ About This Mac: a “Chip” line means Apple Silicon, and a “Processor” line means Intel.
2. Open the .dmg and drag Contextra to Applications.
3. Open Contextra. The first time, macOS asks you to confirm that you want to open an app downloaded from the internet: click Open. Contextra is signed with an Apple Developer ID and notarized by Apple (an automated check for malicious software), so macOS opens it as software from an identified developer.

On Windows

1. Download the installer. An MSI for IT deployment is under Other downloads on the same page.

2. Run it. The installer isn't code-signed, so Windows SmartScreen shows “Windows protected your PC”: for an installer you downloaded from contextra.pro/download, click More info, then Run anyway.
3. If your PC doesn't have Microsoft Edge WebView2, the installer downloads it, so stay online while it runs.

Good to know

• Updates. On a Mac, Contextra tells you when a new version is ready and installs it with one click, then restarts. The restart skips the usual save-before-quit, so leave the cell you're typing in first. If macOS won't let it replace itself (on a standard, non-admin account, for example), it sends you to the download page instead. On Windows it tells you and opens the download page, and you run the new installer yourself.
• Installing a new version keeps your documents, memories and settings where they were.
• An Intel build installed on an Apple Silicon Mac stays an Intel app, updates included, until you install the Apple Silicon build over it.
• Not available. There's no Linux, web or mobile version and no single universal Mac app. There's no native build for Windows on ARM: Windows 11 on ARM may run the x64 build under emulation, which is untested, and Windows 10 on ARM can't run it.

Do this

1. Interface language. Choose Same as this computer, English, Português (Brasil) or Español. You can switch later, in Settings ▸ Appearance, without restarting.
2. How should the AI be paid? Pick one of two ways. You can switch between them in Settings ▸ AI ▸ AI access whenever you like; documents already open keep their model until you pick another in the language chip.
   • My own API key. Choose Anthropic, OpenAI or Google, paste your key and click Check and save: Contextra checks it right away with a free call to the provider. Where do I get one? opens that provider's key page. On your own key, every AI request goes straight from your computer to the provider, and Contextra adds nothing to your provider's bill. Your own key needs a Contextra plan or the trial.
   • AI Credits. No key needed: Contextra runs the AI through its own gateway and debits prepaid credits by the tokens each request actually uses. Buy credits takes you to your account on contextra.pro. Your text passes through the gateway only to reach the AI provider. The gateway doesn't keep the text of your requests; it keeps the reply, encrypted, only so a retry within ten minutes isn't charged twice. After the trial, a credit pack alone keeps AI Credits mode working, with no subscription.
3. Your usual language pair. Set From to the language you translate from (it starts on Auto-Detect), then pick Into. New documents start in this pair, so your memory can match from the first one. Work from more than one source language? Give each client project its own pair instead (step 3).
4. Try the sample. Open the sample loads a short, fictional contract in Spanish to practice on before you touch a client file; Use my own file opens your own instead. Translating the sample uses your own key or AI Credits, and it's saved to your Library like any document.

Good to know

• A key that checks out proves it's valid — not that your provider account has credit or access to every model. A key the provider rejects is still saved, so fix it before you translate.
• Skipped the AI step? Press Analyze or Translate later and Contextra walks you through it, then offers to run it. Nothing is sent until the AI is set up.
• The welcome opens by itself once, for a new account on a computer with an empty Library. To see it again, press ⌘K (Ctrl+K) and choose Set up Contextra. Reopen the checklist from ⌘K (Ctrl+K) or Help ▸ Getting Started.
• Later, Settings (⌘, on a Mac, Ctrl+, on Windows) has one tab each for AI, Translation, Advanced, Appearance, Backups and Account.
• Light, dark or the same as your system: Settings ▸ Appearance ▸ Theme.

Do this

1. Click Add documents, or drop Word (.docx), Excel (.xlsx) and PowerPoint (.pptx) files onto the Library. A single file dropped on the Library opens straight in the editor. ⌘O (Ctrl+O) opens a file and takes you to the editor.
2. Click New project and name it after the client or case. Give it a language pair if you like: files you add from the project's page, or move in before they're translated, start in that pair.
3. On the project's page, add Instructions for the AI that every document in it should follow — register, spelling variant, names to keep (more in step 8).
4. To run several documents at once, select them on the project's page and choose Analyze & translate: Contextra works through them a few at a time (2 by default, up to 8) and shows each document's progress live. That needs an active license or trial plus your own API key or AI Credits.

Good to know

• These are your own workspace projects: they live on this computer and aren't shared with anyone. A team project, on the Team plan, is managed on the web (step 17).
• Import a contract you've already translated and Contextra recognizes it by its text, even re-saved or renamed, and offers to open the saved one. A revised version with even one word changed counts as a new document.
• Continue where you left off, at the top of the Library, puts the documents you were working on one click away, and reopening Contextra brings back the documents you had open.
• Mark a finished case as done and it moves to Archived in one piece — out of the way, still searchable, back in one click.
• Nothing is deleted at once: deleted work waits 30 days in Recently deleted, and archiving, deleting or moving offers an immediate Undo. Only Delete now and Empty Recently deleted remove it from your Library at once, and both ask first. Copies stay in your backups, and in your backup folder if you chose one, until those snapshots are replaced (step 15).
• Export archive… in a document's ⋯ menu, or Export project archive… in a project's, puts the originals, translated files and working copies in one .zip.

What gets translated

• Word: the body, tables included, plus headers, footers, footnotes, endnotes and text boxes — and each row that isn't body text says where it lives.
• Excel: the text in its cells, with a text that appears in many cells normally translated once. Numbers, real Excel dates and formulas are never rewritten. But a formula that compares a cell with a word (a Yes/No test, say) stops matching once that word is translated, and text a formula produces isn't translated.
• PowerPoint: slide by slide — titles, text boxes, grouped shapes, tables and speaker notes.
• Location labels read like Header, Footnote 1, Prices!B6 or Slide 3 · notes.

Office formats only: no .doc, .xls or .ppt, no macro-enabled or template files, and no PDF, RTF, ODT, IDML or XLIFF; other files you drop are ignored, and password-protected files can't be opened. Text inside tracked changes, inline content controls, smart tags or custom XML isn't translated: it stays in the original language and moves to the end of its paragraph, with no warning. Accept tracked changes first. Also not translated: comments, charts, SmartArt, embedded objects, slide masters and layouts, sheet names, and Excel headers, footers, pivots and validation messages. Hidden text, rows, columns and sheets are translated like the rest and sent to the AI, so remove or check hidden content before you translate.

Do this

1. Click the amber chip: Document settings opens.
2. Under Language pair, pick the source language. The regional variant matters: memories for Portuguese (Brazil) and Portuguese (Portugal) are never consulted for each other's documents. The source's variant counts too, so English (UK) and English (US) memories are separate.
3. Contextra fills every empty paragraph or cell your memory has a match for, with no AI and no cost, and a notice says how many, with Undo.

Other ways to set it

• Run Analyze: on Auto-Detect it picks the source language from Contextra's list, down to its best guess at the regional variant, and sets it on the document. You can change it from the chip. If its answer isn't on the list, the chip stays amber: set the language yourself. Analyze is an AI step.
• Give your usual language pair a concrete source (Settings ▸ Translation ▸ New documents), or give the client's project a language pair, and new documents start with it.

Do this

1. With the document open, click the chevron beside the save status (Document options) and choose Word count & quote… — or press ⌘K (Ctrl+K) and type quote.
2. Read the bands (102%, 101%, Repetitions, 100%, four fuzzy bands and No match), each with segments, words and characters. They come from the same matcher that fills your document, taking the best match across all your memories for the language pair.
3. Enter your Rate per word, pick a Weighting preset (Standard, Translator-friendly or No discount) or edit any weight, and set a Minimum fee.
4. Pages (lauda) shows the job in laudas: the source's characters without spaces divided by the page size you choose. The price stays per word.
5. Copy as CSV, or Save CSV… to open it in a spreadsheet.

Good to know

• Quote once the source language is set: on Auto-Detect, or with Use memory off, every row counts as No match or Repetitions.
• Quote before you translate: rows you accept later come back at 102% if you run it again mid-job.
• Your rates stay on this computer, shared by every account that signs in on it, and not in the client's file — though the CSV you send includes them.
• Currency is a label; nothing is converted.

Do this

1. Click Analyze in the toolbar, or press ⌘⇧A (Ctrl+Shift+A).
2. A strip above the grid shows its three steps: Reading the document, Understanding the context, Learning the terminology.
3. When it finishes, the glossary column fills with the proposed terms, each marked Doc — or TB when it came from your Term Base.
4. Open Considered & skipped, under the terms, to see what the AI reported leaving out and why, including any proposal that differed from your Term Base. The list appears right after Analyze and isn't saved.

Good to know

• Your Term Base terms for the pair that occur in the document are given to the AI as established terminology and take precedence over its proposals.
• The AI is asked to propose only terms translators could render differently, or that recur and must stay the same, and an empty result is acceptable.
• On Auto-Detect, Analyze also picks the source language (step 4).
• You can't see or change what Analyze decided. The field shows on the document's row in the Library (unless it's General) and, with the country, in a tooltip on the glossary's term count; the register isn't shown. Steer them with your instructions (step 8).
• Running Analyze again replaces the document's glossary. Terms you added or edited come back only through your Term Base, so only if the document's source language was set when you added them.
• The AI writes its notes, such as term meanings and reasons for skipping, in your interface language.

Do this

1. Move to a segment: its terms rise to the top under In this segment, highlighted in the source, and their agreed translations are highlighted where they appear in the translation.
2. If the translation doesn't use a term's agreed translation, that term's card says so in amber. It's a literal check, so a correct inflected form can trigger it too.
3. Click a term for its meaning and note, how many segments it's linked to, and a jump to the first; its filter icon shows every linked segment.
4. Unsure of a rendering? Analyze term (an on-demand AI request) gives a definition, alternative translations labeled with register and when each fits, AI-written usage examples, and warnings such as false friends; Use sets the one you choose.
5. Add a term with +, or drag-select words in a source cell to analyze them on the spot and add them.
6. Change a term's translation and the unconfirmed rows linked to it are re-translated. Rows you accepted, took from a 101–102% or human 100% match, or typed yourself are left as they are, counted, and listed for you to review.

Your Term Base

• Once the source language is set, terms you add or correct are saved to the pair's default Term Base automatically. Terms Analyze proposed that you never touched are saved only when you click Save to Term Base — the database icon in the glossary header. It saves the whole glossary, AI proposals you haven't checked included, and later Analyze runs treat them as established terminology, so check the list first.
• Later documents in the same pair pick up the Term Base terms that occur in them when you run Analyze or Translate.
• Fix a term in one document and your other open documents in the same pair that contain it get the corrected term in their glossary, replacing their own entry for it. With the AI available, their unconfirmed rows are re-translated too: more AI requests.
• Deleting a term from a document's glossary keeps your Term Base copy; delete it in Memory ▸ Term Base to stop it coming back.

Do this

1. General: Settings ▸ Translation. Write rules for every target language, a whole language, or just one variant — a rule meant for UK English never reaches a US-English job. A rule for Spanish (Latin America) doesn't reach Spanish (Mexico) either.
2. Project: on the project's page, under Instructions for the AI. They're sent with every document in the project each time it's analyzed or translated.
3. This document: in the editor, open the Instructions tab in the right rail. Starter lines such as Formal register, Keep names and Illegible text are one click away, and every box saves as you type.
4. Open What the AI receives to see the instructions block exactly as translation requests receive it.

Good to know

• Instructions shape the style (register, spelling, names, titles), and the AI is told that your glossary and the number and date rules take precedence over them. A fixed translation for a term belongs in the glossary.
• Contextra warns you when an instruction mentions a glossary term without its agreed translation, seems to set a date or number format, or asks for British or American English, or European or Brazilian Portuguese, against the document's target.
• New instructions apply from the next Analyze or Translate. Rows already translated keep their text; the tab counts the AI rows translated under different instructions, and Re-translate AI rows redoes only those — an AI run.

Do this

1. Click Translate, or press ⌘↵ (Ctrl+Enter).
2. The button becomes Stop with a live count (Stop 0/8), and a strip above the grid reads Translating — 0 of 8 segments. The same key stops the run.
3. Rows fill in batch by batch (30 segments per batch, 4 batches at a time by default), and fuzzy placeholders are replaced by AI drafts.
4. When the run ends on the document you're viewing, a summary says what's left: rows that failed, and rows the model was unsure of (AI·low). Show them filters the grid.
5. A row that had no translation and fails says so in its cell, with the reason when the AI service gave one, and a Retry link.

What each request carries

• The document's field, country and register (after Analyze).
• The glossary terms in that batch, and your instructions.
• The number and date format.
• For a row with only a near match in your memory, that match as a reference, with the AI told that the glossary comes first.

Good to know

• Pick the model for this document in the language chip; the default is in Settings ▸ AI. On your own key you choose from 17 Claude, GPT and Gemini models, for the providers you've added a key for; on AI Credits the menu lists the models offered on AI Credits.
• Several documents can translate at once, each in its own tab, so you can review one while another runs.
• Wait for a document's run to end before you accept rows in it: a batch that lands afterwards can overwrite an accept, and ⌘Z (Ctrl+Z) doesn't work in that document while it translates.
• To redo particular rows, accepted ones included, select them and press ⌘⇧↵ (Ctrl+Shift+Enter): Translate selected segments. It's also how you replace a 100% memory match with an AI draft.
• The AI's confidence is its own report: only a low one gets its own badge.

Do this

1. Read the Now: line — how the current translation got there (the memory tier or the AI model), and who accepted it and when.
2. While TM Matches is showing, ⌘1..9 (Ctrl+1..9) apply the first nine options.
3. Not sure a memory match fits? Generate AI suggestion asks the AI for an alternative beside it — an AI request.
4. History keeps the row's last 20 versions (AI drafts, memory fills, your edits), each compared with the current text, with Restore. A restore counts as an edit, so an accepted row needs accepting again.
5. Select a phrase in any cell and press ⌘⇧K (Ctrl+Shift+K): Concordance shows where it appears in your Term Bases, your memories and your other saved documents in the same language pair, archived ones included.

Good to know

• A sentence that differs only in capitalization shows as 99%, with the difference highlighted — never as 100%.
• When a stored sentence differs only in numbers or codes written the same way in both languages, TM Matches offers your translation with the new figures as a 100% and shows exactly which figures changed.
• Concordance hits are capped, and a document hit shows whatever translation was saved there, reviewed or not.
• Looking things up in TM Matches, Concordance and memory search never calls the AI: it works without an AI key and spends no credits. Generate AI suggestion, inside TM Matches, is the one AI request here.

Do this

1. Click a translation to edit it in place — no pop-up box, and the text doesn't jump.
2. Fix what needs fixing, then press Enter.
3. Later identical segments in the same document are filled and accepted too, even ones you had accepted or worded differently. In your other open documents with the same language pair, only identical segments you haven't accepted or written yourself are filled and accepted. The notice's Undo takes back what it did in this document; in another document, ⌘Z (Ctrl+Z) there undoes it.
4. Move without accepting: ⌘↑ (Ctrl+↑) and ⌘↓ (Ctrl+↓) move the selection, ↑ or ↓ at the first or last line of an open cell steps into the next one, and Esc backs out one level at a time.

Accepted or reviewed?

• The footer reads, for example, 16/18 translated · 8 reviewed. Reviewed counts rows you accepted, rows you opened and left (the small gray dot) and 101–102% matches, which count without a dot.
• Opening the cell is what counts: ⌘↓ (Ctrl+↓) or scrolling past a row doesn't mark it reviewed.
• Keeping the two apart lets you read everything and accept only what you want your memory to reuse.
• Edit an accepted row and its ✓ comes off until you accept it again.

While you review

• Filter the grid by where translations came from, by state (Untranslated, Not reviewed, Needs attention) or by match tier, with a count of what's showing.
• Sort by length or alphabetically to sweep similar rows together; the document itself never changes order.
• ⌘F (Ctrl+F) searches the source, the translation or both.
• Shift-click, ⌘-click (Ctrl-click) or ⌘⇧↑ (Ctrl+Shift+↑) / ⌘⇧↓ (Ctrl+Shift+↓) select several rows, for merge, copy source, re-translate or a replace.
• In a cell, Shift+Enter adds a line break; ⌘L (Ctrl+L) adds or changes a link in a Word document; ⇧F3 (Shift+F3) switches between UPPER, lower and Title Case; bold, italic and underline have their usual shortcuts.
• A typo in the source? ⌘⇧E (Ctrl+Shift+E), or a double-click on the source, lets you fix it so it never enters your memory; the delivered file keeps the client's wording.
• ⌘⇧C (Ctrl+Shift+C) copies the source into the translation — for names and codes.
• Paste from Word or the web brings in only the text and its bold, italic, underline, superscript and subscript.
• On a Mac, the translation is spell-checked with the Mac's own dictionaries, and autocorrect, smart quotes and text replacement stay off; on Windows, spell-check works when the target language is the Windows display language.
• ⌘K (Ctrl+K) finds any command, active document or project of your own.
• Everything saves itself; ⌘S (Ctrl+S) saves now, and the toolbar always shows Saved, Saving… or Not saved.

Merge and split

A Word template sometimes breaks one sentence across two paragraphs or table cells. Merge the rows, place the ¶ tags in your translation, and on export each part goes back into its own paragraph or cell — no cell, row or paragraph is added or removed.

1. Select the rows (they don't need to be next to each other) and press ⌘J (Ctrl+J), or use the merge button in the Source header.
2. Translate the merged row and put each ¶ where the break belongs.
3. ⌘⇧J (Ctrl+Shift+J) unmerges.
4. To split a long segment, press ⌘T (Ctrl+T), click where it should break, and choose Split here: the halves keep the row's number, with a and b (12a and 12b, for row 12).

Only the main text merges — not headers, footers, notes or text boxes. Merge is off while the grid is sorted or the document is translating, and a merged row can't be split. If the ¶ count drifts, the row shows ¶!, the Quality check flags it, and an export would put the text into one of the paragraphs. Row numbers stay tied to the original paragraphs: a merged row keeps its first number and the next row skips ahead.

Find and replace

Press ⌘⇧F on a Mac or Ctrl+H on Windows. Find and replace works on translations only and plays safe: accepted and 101–102% rows are skipped unless you turn on Include accepted and 101/102%, text inside links and ¶ tags is protected, and every changed row goes back up for review.

1. Type what to find and its replacement, then step through the matches or use Replace all.
2. Choose where: This document (visible rows), which grid filters narrow; Open documents; or the whole project, including documents that aren't open. Only documents translating into the same language are included, and archived ones aren't.
3. Across documents, a preview counts the matches in each and lets you leave any out before anything changes.

Undo and history

• ⌘Z (Ctrl+Z) takes back the last bulk change in an open document — a Translate run, a Replace all, an accept and what it filled, a merge or a split; ⌘⇧Z (Ctrl+Shift+Z) redoes it (Ctrl+Y too, on Windows). Inside an open cell, it undoes your typing instead.
• Each document keeps 50 undo steps while it's open. Closed documents changed by a project-wide replace can't be undone.
• Every row keeps its last 20 versions in History, under TM Matches (step 10).

What it checks

• Numbers and dates, by value. Once the source language is set, and for translations between English, Portuguese, Spanish, French, German, Italian and Dutch, each side is read in its own language's format. So it catches 1,500 left as-is in a Portuguese translation, where it reads as one and a half, and 03/05/2026 copied from a US source, where it reads as 3 May.
• IDs and references. Case numbers, invoice references and ID numbers are compared character by character; when only the dots, commas or spaces differ, as in a re-punctuated legal citation, it's a note for you to judge. The check can't tell a citation from an ID number, and codes written without a separator, such as a passport number like FX123456, aren't checked, so compare those yourself.
• Terms and consistency. A linked glossary term whose agreed translation isn't used, and the same source segment translated two different ways.
• Punctuation, spacing and length. A missing final full stop, double spaces, unpaired brackets and curly quotes, a translation much shorter or longer than its source, and the ¶ tags of merged rows.

Do this

1. Open the Quality check tab. Its pill shows how many errors the last check found.
2. Untranslated rows are summed up in one line; show them filters the grid to them.
3. Click a finding to jump to its row, and fix it there. While the tab is open, the check re-runs by itself a moment after you leave the cell.
4. A false alarm? Click Ignore: it stays dismissed on that segment and is saved with the document. An ignore can't be undone or listed, and for some checks it also hides a later problem of the same kind on that row, so ignore only what you've checked.
5. On a project's page, Check consistency compares all its active documents, open or not, and shows how many disagreements each one has.

Good to know

• Inside a project, each document is also compared with its siblings translated into the same language. The check looks for the same sentence translated differently, the same date written in figures in one document and in words in another, and a term translated differently in another document's glossary.
• Findings are phrased in your interface language.
• It works the same on Word, Excel and PowerPoint files.
• You can also run it from the command palette: ⌘K (Ctrl+K).

Do this

1. Press ⌘⇧P (Ctrl+Shift+P) for the Export view: it's drawn from the very file Export is about to write — translated where done, source text elsewhere. Translated / Original flips between the two. It doesn't update live: click Refresh after a change.
2. Press ⌘E (Ctrl+E) or click Export, and choose where to save.
3. If anything is unfinished, a warning comes first: how many segments are untranslated, how many translated ones nobody has reviewed (by origin), and how many Quality-check errors it found. Keep working is the default; Export anyway writes the file as it stands.
4. Your translation comes back in the original's format, named with the target language, and the notice offers Show in Finder (Show in folder on Windows).

What Export does

• Export works on a copy of your original file: it writes the translation in and carries every part it had no reason to change across unchanged.
• Logos, seals, signature images and footnote marks inside a translated Word paragraph stay in the file you deliver.
• If a translation can't be placed back into the file, the notice says how many.
• Each export also saves the terms you curated to your Term Base (once the source language is set). It sends your Contextra account one record: the file name, languages, page count, token totals and how the AI was paid for, never the document's content. File names often name a client. On a team document, Export also sends your team a checkpoint of your working file (step 17).

  Where your data goes →

• Watermark. Exports are never blocked. When Contextra can't confirm an active license (after the trial with no plan, with a lapsed subscription, or after too long offline), the file is still written, with an UNLICENSED TRIAL notice. The notice sits at the top of a Word document, on every PowerPoint slide, and in the printed page header of every Excel sheet. In Excel it replaces the sheet's own header, and it doesn't show in Normal view or in the Export view. An active trial exports clean, and so does an account in AI Credits mode with a positive balance.

Other ways out

• ⌘⇧S (Ctrl+Shift+S), Save a copy to disk…, writes a portable .contextra working file with the original inside. It opens only in Contextra, isn't encrypted, and isn't a deliverable; after reopening one, set its language pair again.
• In the Library, Export archive… zips a document or a whole project — originals, translated files and working copies.

Check before you deliver

• Page numbers and other Word fields. In a translated paragraph, header or footer they become fixed text. So does a header or footer that holds only a page number, even though it isn't translated: it then shows the same number on every page. Check headers and footers in Word.
• Formatting inside AI-translated sentences. Bold, italics, underline, superscript and subscript inside a sentence are placed by the AI, and nothing checks that they came back. On those sentences, strikethrough, small caps and Word character styles can be lost, and so can PowerPoint links. Open the exported file to check them.
• Layout. An image between two pieces of text moves to the end of its paragraph, and text isn't re-fitted to its box.
• Right-to-left. Arabic and Hebrew translations aren't switched to right-to-left layout for you: set it in Word, Excel or PowerPoint.
• The warning. It runs when you export from the editor, not for an Export archive or a team's Complete, and it counts errors, not warnings.

Do this

1. New Translation Memory, or New Term Base on its tab, creates one: its name and languages, and whether it's the default for its pair.
2. Select a memory to see its entries. Each shows when it was added and whether it was accepted in a document or imported, and you can correct it in place.
3. Search all memories, or all Term Bases, at once; accents and capitals are ignored.

Good to know

• Contextra never saves an AI draft to your memory on its own. Entries come only from rows you accept, entries you add or import yourself, and team memories you subscribe to. An AI draft you accept goes in as your approved translation, and a TMX file is trusted whatever produced it.
• The entry list shows your 200 most recently used entries; search finds the rest.
• Your memories and Term Bases live on this computer, and every lookup happens there.
• Separate memories don't keep clients apart: every memory for the pair is consulted. A near match from any of them can go to the AI as a reference for another client's document.

Do this

1. Pick a period: 7 days, 30 days, 12 months or All time.
2. Read the cards and the chart, then Where it goes (Translate, Analyze, AI suggestions) and the costs by language pair.
3. The table, grouped by Documents or by Projects, shows an estimate of what each job cost in AI; Download as CSV exports the breakdown.
4. Technical details lists tokens and the estimated cost by model and by step, at provider list prices in USD however you pay. It also shows your last 25 AI requests on this computer and the list price of every model in the own-key catalog.

Good to know

• Own-key costs are labeled as estimates from list prices; your provider's invoice is the final amount.
• Usage covers this computer only: your other computers aren't included.
• On AI Credits, your balance shows in the Library's top bar and in Settings ▸ AI; Buy credits takes you to your account on contextra.pro. The balance is the exact figure: the Usage page can miss a few debits.
• The detailed usage log stays on this computer. Your Contextra account receives one summary per exported document and, on AI Credits, the gateway's billing record for each request — never your text.
• On a Team plan, you see how much of your own AI use went to each team project.

Do this

1. Open Team in the sidebar: everything assigned to you in your team's active projects, grouped by project, with each document's status and due date, and overdue work in red.
2. Start working opens the document in the language pair your manager chose, with your memory filled in before any AI runs, and marks it In progress on your manager's board.
3. Work as usual. Progress reports itself after each Translate run, when you pause reviewing and when you close the document, so translated and reviewed counts reach the board while you're online.
4. Export whenever you like: when you're online it also sends your team a checkpoint of your working file, without marking the job done. A failed upload isn't retried, and exporting a job you've already handed back reopens it.
5. Complete unlocks when every segment is translated and marked reviewed (its tooltip says how many are still missing). It hands the job back with the finished .docx, watermarked whenever your own export would be. Then check that Download what you sent appears on the row: if it doesn't, the file didn't go, so tell your manager, then Reopen, export and Complete again.
6. After a hand-back, Download what you sent gets the exact file your manager received; Reopen lets you correct it — export it, then Complete again.

Shared memories

• Share a Translation Memory or Term Base with Share with your team, in its card's menu. It uploads every entry at once, with no confirmation: the source, the translation, the neighboring sentences and your email address. Check first that it holds nothing from other clients. Shared entries are stored on Contextra's servers and are readable by Contextra unless your team turned on encryption before they were shared. Unshare stops sharing, but teammates keep the copies they already have.
• Memory ▸ Team library lists what your team shares. Subscribe to have a memory consulted for documents in the same language pair, and set Priority to order the memories you subscribe to (lower is consulted first). Priority ranks them within a match tier, so a better match from any memory still comes first.
• A memory you subscribe to is copied to your computer and matched there, so it's available offline; it syncs every few minutes, and Sync now pulls at once.
• Memories you subscribe to are read-only. For each language pair, keep a Translation Memory and a Term Base of your own and make them the pair's default (Set as default, in the card's menu). If a memory you subscribe to is your only one for a pair, your accepts and new terms are saved nowhere, and nothing tells you.

Optional end-to-end encryption for shared memories

An owner or manager can turn it on for the whole team in Memory ▸ Team library, and it can't be turned off. From then on, each shared-memory entry is encrypted on the computer that sends it, and Contextra stores it as ciphertext it can't read.

What it doesn't cover

1. Entries shared before it was turned on stay as they were sent, until they change.
2. Memory names, language pairs, owners and entry counts stay readable to Contextra.
3. Assigned documents, checkpoints and hand-backs aren't covered.
4. Key distribution relies on Contextra's member and device list, which the app doesn't yet let you verify. There's no device revocation or key rotation yet.
5. A teammate's app decrypts the memory to use it, so a match can reach the AI provider as a reference during an AI step. On AI Credits, that goes through Contextra's gateway.
6. On an encrypted team, subscribe on contextra.pro: a subscription made in the app misses the entries already there.
7. A computer that receives entries before it has the key doesn't get them later; only later changes arrive.

The recovery code is generated on your computer, shown once, and never stored by Contextra; this version can't redeem it yet.

Good to know

• Each member uses their own API key or their own AI Credits; there's no shared team credit pool.
• Team documents you've opened sit in your Library under their team project.
• Team documents get your general instructions plus each document's own; team projects have no project instructions.
• A Team seat's license stays valid for up to 7 days after its last online check; after that, exports carry the watermark until Contextra can check again. AI steps always need a connection.