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A#
Account type. What kind of bucket a ledger account is: Asset (what you own), Liability (what you owe), Equity (the owners' share), Income (what you earn) or Expense (what you spend). Sales and Finance: how it works
Active. Switched on. A workflow that is Active runs. A new workflow starts switched off. Forge: approval workflows and emails
AI assistant. A chat program such as Claude or ChatGPT that can use tools. You can connect one to Hubtoll so it works as you. Use Hubtoll from your AI assistant
AI Connector. The Hubtoll product that lets an assistant connect. Each person who connects uses one of its seats. Use Hubtoll from your AI assistant
All staff. A role every new person gets by default. It lets them look at basic company lists such as departments, offices, public holidays and leave types. Roles: give people the right access
Approve. To say yes at a step in a workflow. You can add a comment, but it is not required. Approvals and workflows
Approver. The person a workflow names to decide at one step. Approvals and workflows
Asset. Something your company owns and hands out, such as a laptop or a door card. Assets management
Asset register. The list of every asset your company has. Assets management
Auction. A way to buy where suppliers bid prices down against each other, live, until a closing time. Sourcing: quotes, proposals and auctions
Auto-renew. A setting on a paid plan that renews it for you when it ends. Seats, plans and subscriptions
Awaiting me. A tab, found on many lists, that shows only the requests waiting for you to decide. Approvals and workflows
B#
Base currency. The currency your books are kept in. You pick it once, and it is fixed after the first entry is posted. Also called the functional currency. Currencies and exchange rates
Bill. What a supplier sends you to ask for payment. In Hubtoll a bill is a Sales and Finance document. Buy: vendors, orders, bills and payments
Blanket order. A contract with a ceiling: a total you may spend with one supplier over time. Each purchase against it is a call-off. Purchase requests, contracts and change orders
Budget. A plan for money: which department will spend how much, on what, between two dates. Budget management
Built-in field. A field a record already has, such as a deal's name or amount. You can make some of them required and place them on the form. Add your own fields to built-in modules
C#
Call-off. A purchase request that buys from a contract, using the contract's prices. Purchase requests, contracts and change orders
Catalog. A ready-made list of things you buy often, with fixed prices. Purchase requests, contracts and change orders
Ceiling. The most money a contract may be used for. Purchase requests, contracts and change orders
Change order. A formal request to change an order that was already sent. The first order stays as it was until the change is approved. Purchase requests, contracts and change orders
Change request. What you raise to edit a record that is already approved. The old version stays in force until the change is approved. Approvals and workflows
Chart of accounts. The list of buckets your money is sorted into, such as Bank, Sales and Rent. Sales and Finance: how it works
Classification. An older name for a department. You will always see "department" on screen. Offices, departments, holidays and the org chart
Closed (support). A support ticket that is finished. It has no reply box. Contact support
Compliance document. A legal paper a supplier must hold, such as a tax certificate or insurance. Suppliers
Condition. Two things. In a workflow, a step that looks at the answers and picks a route. In CRM automations, a filter that decides if the automation runs. Forge: approval workflows and emails
Connector. The link you add to an AI assistant so it can talk to Hubtoll. Also called an integration or an MCP server. Use Hubtoll from your AI assistant
Contact. A person at a company you deal with, kept in CRM. Contacts, companies and leads
Contract. An agreement with a supplier, with a price list and, if you like, a ceiling. Purchase requests, contracts and change orders
Cost centre. A label for the part of the business that spends money, used to follow spending. Procurement: how it works and how to set it up
CRM. Customer relationship management. The product where you track companies, contacts, leads and deals. CRM: how it works and how to set it up
Credit note. A document that reduces what a customer owes you, for example after a return. Sell: customers, quotes, invoices and payments
Custom field. An extra question you add to a built-in form such as leave or a deal. Add your own fields to built-in modules
Customer advance. Money a customer paid that is not yet applied to an invoice. You hold it for them. Sell: customers, quotes, invoices and payments
D#
Dashboard. A page of cards and charts that shows the state of a product at a glance. Find your way around Hubtoll
Deal. One sale you are trying to win, kept in CRM. Pipelines and deals
Department. A team or branch of your company, such as Finance. A department has one parent at most, and a head. Offices, departments, holidays and the org chart
Department grant. Giving a role to a whole department. It is standing: it covers people already in it and people who join later. Roles: give people the right access
Disabled only when. A smart rule on a Forge field. While the condition is true the field is shown with its answer, but locked. Forge: fields, sections and smart rules
Do not email. A mark on a contact that stops Hubtoll sending them email, including from sequences. Contacts, companies and leads
Double-entry. The way Hubtoll keeps books: every movement of money is written twice, once where it came from and once where it went. Sales and Finance: how it works
Draft. Work that is saved but not final. A form, a document or an answer that nobody else sees or relies on yet. Hubtoll also keeps a draft of what you are typing in a window, so a closed tab does not lose it. Find your way around Hubtoll
E#
Email template. A reusable email with merge fields. Used by CRM and by workflow emails. CRM email, inbox and templates
Employee record. The file for one employee: job details, tax and pension IDs, line manager, office. Name and email come from their account. Employee records
Enrol. To put a contact into a sequence so it starts sending to them. Sequences and automations
Exception (match). One bill that Hubtoll held because it does not match its order. Someone must decide. Supplier invoices and bill matching
Exchange rate. How many units of your base currency one unit of a foreign currency is worth. "1 USD = 1,550 NGN" means a dollar is worth 1,550 naira. Currencies and exchange rates
F#
Field. One question on a form. Forge: fields, sections and smart rules
Fiscal year. The twelve months your company reports on. Hubtoll makes yours when anyone first opens Finance. Sales and Finance: how it works
Forecast. A best guess at how much money the pipeline will bring in. It multiplies each deal by its stage's likelihood to close. Pipelines and deals
Forge. The product for building your own forms and approval workflows, with no coding. Forge: build your first form
Forge Template. In a built-in module, the page where you manage its custom fields. Add your own fields to built-in modules
Forge Workflow. In a built-in module, the page where you design its chain of approvals. Forge: approval workflows and emails
Functional currency. The same as base currency. Currencies and exchange rates
G#
General ledger. The page in Sales and Finance where every entry lives. Sales and Finance: how it works
Goods receipt (GRN). A record that goods you ordered have arrived. It is what Hubtoll uses to check a bill against what was actually received. Buy: vendors, orders, bills and payments
Grace period. Extra days of normal access after a paid plan ends. By default there is none. Seats, plans and subscriptions
H#
Held (workflow). A request that Hubtoll stopped at a step that could not run. A red Workflow Error panel shows why. Fix the cause and click Retry Step. Approvals and workflows
HR seat. The licence that lets a person use the Human Resources product, and be given an employee record. Seats, plans and subscriptions
I#
Input VAT. VAT you paid when you bought something. You can often take it off what you owe. VAT and withholding tax
Invoice. A document that asks a customer to pay for what you sold. Sell: customers, quotes, invoices and payments
J#
Journal entry. One record in the books. It says "this much moved from here to there". Sales and Finance: how it works
L#
Lead. A person or company who may become a customer, before you have a deal. Contacts, companies and leads
Leave type. What a time off is for: annual, sick, maternity and so on. Hubtoll also calls it a leave category. Leave management
Ledger. The company's official money record. See general ledger. Sales and Finance: how it works
Licence. In Hubtoll screens, another word for a subscription. Seats, plans and subscriptions
Lifecycle stage. A label saying how far along a contact or company is: Lead, Prospect, Customer, Evangelist, Churned or Other. Contacts, companies and leads
Line manager. The person an employee reports to. Workflows can send requests to them. Employee records
Locked (period). A fiscal period where nobody can post. To correct something, post the correction into an open period. Sales and Finance: how it works
M#
Mailbox. Your own Gmail or Outlook account, connected to CRM so you can send and log email. CRM email, inbox and templates
MCP. The standard way AI assistants connect to apps. Hubtoll runs an MCP server so an assistant can work as you. Use Hubtoll from your AI assistant
Merge field. A small placeholder in an email that Hubtoll swaps for a real detail when the email is sent, such as the contact's first name. CRM email, inbox and templates
Module. A built-in area of Hubtoll, such as Leave or Employee Records. Add your own fields to built-in modules
N#
Needs Attention. A tab and a dashboard banner that list requests held by a workflow error. Approvals and workflows
O#
Office location. A place where your people work. Its country decides which public holidays apply. Offices, departments, holidays and the org chart
Opening balance. What an account already held on the day you started using Hubtoll. Sales and Finance: how it works
Organisation chart. A picture of your company's departments and who leads them. Offices, departments, holidays and the org chart
Output VAT. VAT you charge on your sales. VAT and withholding tax
P#
Passkey. A secret kept safely on your device. You sign in with your fingerprint, face or PIN instead of typing a password and a code. Two-factor sign-in and passkeys
Period. One month of a fiscal year. It is Open, Soft closed or Locked. Sales and Finance: how it works
Permission. One thing a person may do, like "see all leave requests". A role is a bundle of permissions. Permission reference
Pipeline. The road a sale travels, split into steps called stages. Pipelines and deals
Posted. Written into the books for good. A posted entry is never edited. If it was wrong, you reverse it. Sales and Finance: how it works
Procurement connection. A switch in Sales and Finance settings. When on, Procurement raises orders and checks bills in Finance. Procurement: how it works and how to set it up
Process (Forge). One thing your company does, such as an equipment request. It is a form, plus an approval path if you want one. Forge: build your first form
Public holiday. A day your company is closed. Holidays belong to a country and are skipped when leave is counted. Offices, departments, holidays and the org chart
Purchase order (PO). A written promise to buy, like an order slip you hand to a shop. Buy: vendors, orders, bills and payments
Purchase request. A person asking "may I buy this?". It is not a promise to buy yet. Purchase requests, contracts and change orders
Purchase requisition. An internal note asking finance to buy something. Approved budgets raise them. Budget management
Q#
Quote. A price offer you send a customer before they commit. Sell: customers, quotes, invoices and payments
R#
Reconcile. Check your books against your bank statement so the two agree. Banking: accounts, transfers and reconciliation
Redirect. An approver sending a request back to an earlier step. Also called send back. Approvals and workflows
Reject. To say no. A comment is required. Approvals and workflows
Reliever. The colleague who covers your work while you are on leave. Leave management
Retry Step. The button that runs a held step again after you fix the cause. Approvals and workflows
RFQ and RFP. A request for quotation asks suppliers for prices. A request for proposal asks for plans and prices that you can score. Sourcing: quotes, proposals and auctions
Role. A named bundle of permissions you give to people, such as "HR Officer". Roles: give people the right access
S#
Sales order. A confirmed order from a customer, before the invoice. Sell: customers, quotes, invoices and payments
Sealed. Hidden. In a quotation or proposal, every price is locked away until the event closes. Sourcing: quotes, proposals and auctions
Seat. One person's access to one product. Seats, plans and subscriptions
Send back. See redirect. Approvals and workflows
Sequence. A series of emails sent to a contact over time. Sequences and automations
Soft closed. A period state where only an accountant can post. Use it while checking month-end. Sales and Finance: how it works
Stage. A step on a CRM pipeline, such as Qualified or Won. In a workflow, the same idea is called a step. Pipelines and deals
Step. One stop on a workflow's path: an approval, an email or a condition. Forge: approval workflows and emails
Sub-domain. The first part of your company's web address, for example acme in acme.hubtoll.com. Create your account and set up your company
Subscription. A plan you have for one product, with its own seats and end date. Seats, plans and subscriptions
Submission. One filled-in form in Forge. Forge: build your first form
Super admin. The role that can do everything in a workspace. Only a Super admin can give it to someone else. Roles: give people the right access
Supplier. A company you buy from. Finance calls the same company a vendor. Suppliers
Supplier invoice. An invoice a supplier sends through their link. It is a claim, not a bill. A buyer reviews it, and accepting it raises a draft bill in Finance. Supplier invoices and bill matching
T#
Team Inbox. The shared place for chat messages from customers (WhatsApp, Instagram, Messenger, SMS). CRM email, inbox and templates
Three-way match. Comparing three papers: the order, the receipt and the bill. If all agree, the bill passes. Supplier invoices and bill matching
Ticket. One conversation with the Hubtoll support team about one problem. Contact support
Timesheet. A record of the time you worked, by day, project and task. Timesheet and clocking
Tolerance. How much a bill may differ from its order before Hubtoll holds it. Supplier invoices and bill matching
Trigger. What wakes a CRM automation, such as "a deal was won". Sequences and automations
Two-factor. Signing in with two different kinds of proof: your password plus a code or a passkey. Two-factor sign-in and passkeys
U#
Unapply. Take a payment off an invoice and keep it on account instead. Sell: customers, quotes, invoices and payments
V#
VAT. A tax added to a sale. You collect it and pass it on. VAT and withholding tax
Vendor. The name Sales and Finance uses for a supplier. Buy: vendors, orders, bills and payments
Version. A numbered copy of a Forge form. Changing a live form makes a new version that only goes live when you publish. Forge: build your first form
W#
Weighted value. A deal's amount multiplied by its stage's likelihood to close. Pipelines and deals
WHT (withholding tax). A tax your customer takes off at the moment they pay you, and sends to the tax office for you. VAT and withholding tax
Workflow. A chain of steps a request goes through, such as asking, approving and telling. Approvals and workflows
Workspace. Your company's own private area in Hubtoll, with its own address, people and data. Create your account and set up your company
Y#
Year-end close. Closing a fiscal year and moving the year's profit into Retained Earnings. Reports and closing the year