FAQ

Transcription Process

Why should I use Top Transcriptions Transcribing Services?

Our clients include, attorneys, universities, banks and businesses and government.

Our rates are highly competitive and we have fast turnaround times.

Our transcriptions are of the highest quality and all transcripts are proof-read by an independent proof-reader (at no extra cost) to ensure the highest levels of accuracy and quality.

Quality is the cornerstone of our business.

Which languages do you transcribe?

We transcribe English and Afrikaans only. We also translate between English and Afrikaans.

If I have an audio with English and another language that you don’t work with, can you transcribe the English portion?

Yes, we will transcribe the English part of the audio and timestamp whenever the other language is spoken.

In what format will I receive my transcript?

Your transcription will be in Microsoft Word format and will be e-mailed to you.

How will you convert my audio to text?

Our transcribers will type your audios into a Microsoft Word document.

Can you transcribe only certain sections of my audio?

Yes, when you upload your audio for transcription, send us the times on the audio that you want transcribed.

Can you insert time stamps?

Yes we can. By default our transcripts do not include time stamps.

We do however offer two different time stamps. The first is, a time stamp on speaker change and the second is a time stamp on every 2 minutes or more. When uploading your audio you may select an option for time stamps and leave any further instructions in the comments below your quotation. See Time Stamp Samples

Do you provide verbatim transcripts or edited transcripts?

By default our transcripts are Clean Verbatim – with all the um’s, ah’s, mmhm’s left out. We do not edit or change what has been spoken - in terms of words.

When uploading your audio you will have the option of selecting Full Verbatim – with all the um’s, ah’s, mmhm’s included. See Verbatim Transcription Types for more information and Samples.

Do you use Transcription Software to transcribe audio or video?

No we don’t. All our transcriptions are done by people. Transcription software has not been developed sufficiently to provide accurate audio transcripts. The only way to guarantee quality transcripts is for transcribers to transcribe them and then for a proof-reader to check for them accuracy..which is what we do. Our proof-reading is included in our transcription prices.

My Online Transcription Account - Registration and Sign In

How do I register and sign in?

You can either Register or Sign in from the top menu or once you have requested a Quotation you will be prompted to register or sign in.

Once you register and sign in you will have access to My Orders, My Cart & My Profile.

How do I reset my Password?

Go to Secure Login and select “Forgot Password” and enter your e-mail address and we will send you a link to reset your password.

Can I track My Orders?

Yes, under the My Orders section in your account you can view the Order Date, Estimated Delivery Time, Transcription Status and Payment Status.

My Cart

What is the difference between My Cart and My Orders?

When you request a Quotation and Sign in – the audio and Quote are saved in My Cart. Once you make payment via the Checkout process - when requesting a Quote, the transaction becomes an order and is moved to My Orders. So basically, payment makes it an order.

How do I delete audios from my Cart?

By selecting the trash bin next to the audio.

Will the audios in My Cart remain there once I sign out?

Yes.

Transcription Quotation & Orders

Can I delete existing orders from My Orders section?

No, but you can contact us in this regard.

How does My Orders section work?

Once you download a Quote or Checkout, it will appear in your My Orders section under My Account (in the top right of the website). My Account is visible when you are signed in to your account.

Whether you only download a quote or proceed to Checkout and pay or not pay - your quote will be found under My Order in My Account. Once you are in My Orders - you will have the option of downloading your quote or proceeding to Checkout and making payment.

If you need further assistance please Contact us.

Can I buy credits in advance?

Yes, you can. Simply add the number of minutes you want to buy in the section - "Add Duration in Minutes" on the Quotation and Order Transcripts page and proceed to Checkout.

You will then have minutes in credit, against which you can send audios for transcription.

Which Audio & Video file formats can I send to you via the Audio Upload tool?

Our Audio Upload tool only receives the following file formats: MP3, MP4, WAV, AIF, WMV, MOV, AVI, VOB, OGG, AAC, WMA and AMR.

If you have a format different to any of the above you can either convert to it an mp3 and send it to us via our Audio Upload tool or send it in the current format via https://wetransfer.com/  - a free file transfer platform.

See our Blog on How to Convert Audios to mp3.

Go back to Quotation and Order Transcripts.

Is there a limit to the file size I can send via the Uploader on the Quotation and Order page?

There is no file limit size. The larger the file however the longer it will take to upload.

You may be able to reduce the file size by changing the format to an mp3. You can do this by using file converter software such as format Factory which is a free software.

See our blog on How to Convert Audios to mp3.

Pricing, Turnaround & Payment

How do you calculate the transcription cost?

Our transcription rates are based on turnaround times and volumes.

The rate per minute relates to the minutes of audio. We multiply the chosen rate (Standard or Rush Rate) by the number of audio minutes to be transcribed.

Our Quotation is based on the duration of the audio, turnaround time selected and any Additional Options selected, such as Time Stamps and Full Verbatim Transcription.

What are your transcription rates per minute?

Our Standard Rate is R10.45 per audio minute.
Our Rush Rate is R13.80 per audio minute.
 
Transcription costs per hour decrease for both rates as the number of hours to be transcribed increases. This is our Bulk Discounted Rate. 
 
You can establish what your transcription rate and cost will be, by requesting a Quotation based on the number of hours you have.

What are your transcription costs per hour?

Our Standard Rate is R10.45 per audio minute x 60 minutes = R627.00/hr of audio (excl VAT)
Our Rush Rate is R13.80 per audio minute x 60 minutes =R828.00/hr of audio (excl VAT)

Do you offer discount for a large volume of audio?

Yes we do. When you generate a quote – volume discounts are given automatically.

Our volume discounts are given from 10+hrs and 20+hrs per order.

How do your turnaround times work?

When you generate a Quotation we will advise on the Quote as to the Estimated Delivery Time. This is based on the volume of audio or video to be transcribed and whether you selected the Standard or Rushed Rate.

Estimated Delivery Times are reflected in weekdays (Monday - Friday).

You are welcome to give us a call to discuss any specific turnaround times that you have, if the quoted times do not meet your needs. We are flexible and will make every effort to accommodate your request.

Due to our large team of transcriptionists we are able to split high volume orders between a number of transcriptionists to achieve faster turnaround times.

How are you able to have such competitive transcription services rates?

Top Transcriptions is one of the largest online transcription services companies in South Africa with a large team of transcriptionists and as a result we transcribe large volumes of audio and video, enabling us to offer excellent prices.

How does Payment work?

Payment Amounts:

  • A minimum of 50% deposit is required before commencement of transcription and balance payable on completion - whereupon the transcripts will be sent to you.
  • If you pay in full upfront - the transcripts can be sent to you as they are completed.
  • Pre-paid minutes can also be purchased via a lump sum payment of your choice and then you work the minutes off.

    Payment Options:

  1. Pay Online - on our website, by instant EFT (bank transfer) Credit or Debit Card.

Options for making a Payment online - via the website:

  • If you have a Quote or Invoice already or want to pre-pay a lump sum and work it off, you can proceed direct to Payments (on the top right of the website) and remember to use your Quote / Invoice Reference or your name (for pre-paid lump sum amounts) as the Payment Reference.
  • Sign In on the website and if your Quote is in the Cart you can select it and proceed to Checkout & Payment.
  • Alternatively you can request a new quote via the Quotations & Orders page and then proceed to Checkout & Payment.

    2.  Pay Offline - via bank transfer (EFT) or Cash Deposits. 

2.1   Electronic Transfers Only

Bank Details:

Account name : Top Transcriptions cc
Account no: 10011355830
Bank: Investec Bank Limited
Branch name: 100 Grayston Drive, Sandton
Branch code: 580105
(Please use Quote or Invoice Number as a Reference)

2.2   Cash & Cheque Deposits

Please contact us for Bank Account Details for Cash and Cheques.

      3.   PayPal – For International Clients

           Please contact us for an invoice and payment details.

      4.   Purchase Orders - Arrangements can be made for Companies - please contact us.

How will I pay for my transcripts if I am an international customer?

International payments can be made via PayPal and bank transfers. Contact us if you are outside of South Africa.

Confidentiality and Security

How do you ensure that my audio or video and transcripts are treated confidentially?

We have strict in-house policies and practices over client data confidentiality and security.

All our transcribers and proof-readers sign Non-Disclosure Agreements with us.

How secure is your website?

Our website is very secure. You can click on the lock in the url bar to view our SSL Certificate.

An SSL CERTIFCIATE Secure Sockets Layer (SSL) is a protocol for enabling data encryption and site authentication on the Internet. Credit card numbers, health details and other sensitive information are transmitted only after being converted into a secure code. Domain authentication reassures site users that they're interacting with the site identified in the URL bar. Without SSL, online transactions would be vulnerable to interception by unauthorized parties. SSL is commonly used to protect communications between web browsers and servers. However, it is also used for server-to-server communications and for web-based applications.

Will Top Transcriptions sign a non-disclosure agreement?

Yes. We can provide a signed Non-Disclosure Agreement at no cost or if you have your own agreement we would happily sign it.

Transcription Terminology

What is Transcription?

In brief, transcription is simply the process of converting audio to text and in our case our transcribers do this by listening to recorded audio or video and type up what is heard into a document.

Explain Transcription Terminology

There are many different terms used in the transcription industry – often loosely and not always correctly, which are really referring to the same thing. Here are a few examples:

Transcribers are referred to as transcriptionists, transcriptors, audio typists, stenographers or transcription typists.

Transcription services is referred to as transcribing services, scripting services, transcript services, audio typing services, transcribe services and transcriptionist services, speech to text services, audio to text services, voice to text services.

Transcription software is referred to as voice to text software, speech to text software, audio to text convertor.

Transcription is referred to as stenography.

Can you believe it!


Phone: 072 090 3537
Phone: 060 960 6716


support@toptranscriptions.co.za


admin@toptranscriptions.co.za


admin1@toptranscriptions.co.za


paul@toptranscriptions.co.za

How can we help you?