This glossary defines the key terms you’ll encounter while using OneSuite. Think of it as your quick reference guide when you come across unfamiliar terminology. Whether you’re exploring the CRM solution, managing projects, or setting up invoices, you’ll find clear explanations of every important concept here. Bookmark this page and return whenever you need a quick reminder of what something means.
Core Concepts #
Business
Your entire OneSuite account. Everything you create (leads, clients, projects, invoices) lives inside your business.
Solution
A major section of OneSuite focused on a specific function. The six core solutions are: CRM, Documents, Projects, Invoices, Clients, and Team.
Capabilities
The specific features and functions available within each solution. For example, the CRM solution includes capabilities like pipeline management, email tracking, and lead scoring.
Home
Your main OneSuite page showing key metrics, recent activity, and quick access to important tasks. This is where you land when you first log in.
Settings
The central control panel for your entire business configuration. Includes billing, team management, integrations, and business-wide preferences.
Customization
Options to modify how solutions or capabilities work for your specific needs. This includes custom fields, custom stages, and solution-specific preferences.
Import
The process of bringing data into OneSuite from external sources, typically through CSV files. Used to transfer leads, clients, or other records in bulk.
Export
The process of downloading your OneSuite data to your computer, typically as CSV files. Useful for backups or analysis in other tools.
Dashboard Widget
A customizable card on your home page showing specific metrics or data.
Report
A detailed view of your business data (sales performance, project status, financial summaries).
Metric
A measurable value that tracks business performance (conversion rate, average deal size, billable hours).
Filter
A way to narrow down lists by specific criteria (show only open leads, only overdue invoices).
Date Range
The time period you’re viewing in reports or analytics (this month, last quarter, custom dates).
General System Terms #
Notification
An alert about activity in OneSuite (new lead, signed document, payment received). Delivered via email or in-app.
Custom Field
Additional information fields you create beyond the standard ones OneSuite provides.
Archive
To hide a record from active views without deleting it. Archived items can be restored if needed.
Duplicate
To create a copy of an existing record (duplicate a project, invoice, or document).
Bulk Action
Performing the same action on multiple records at once (bulk delete, bulk tag, bulk email).
Search
The ability to find records across your entire business by typing keywords.
Activity Log
A record of all actions taken in your business (who did what and when).
CRM Solution Terms #
CRM
Customer Relationship Management. The solution in OneSuite that helps you track and manage your sales process from first contact to closed deals.
People
Individual contacts in your CRM. These are the actual people you communicate with, whether they’re potential customers, clients, or general contacts.
Company
An organization you’re working with. Companies can have multiple people associated with them and multiple opportunities.
Opportunity
A specific sales deal or potential project you’re pursuing. Tracks opportunity value, probability, expected close date, and which stage it’s in.
Opportunity Value
The estimated revenue from an opportunity. Helps you forecast income and prioritize which opportunities to focus on.
Pipeline
The visual path your opportunities follow from first contact to closed deal. Shows all your opportunities organized by stage.
Stage
A step in your pipeline (e.g., “New Contact,” “Contacted,” “Proposal Sent,” “Closed Won”). You customize these based on your sales process.
Email Tracking
Monitors when recipients open your emails and click links. Requires email integration setup.
Activity
Any interaction or change recorded in OneSuite. Includes tasks created, notes added, emails sent, stage changes, and other updates to records.
Source
Where a person or company came from (website, referral, social media, cold outreach). Helps you track which channels work best for bringing in business.
Status
The current state of a person or opportunity: Active, Converted, Lost, or On Hold.
Pipeline Stage
Another term for stage. The specific position an opportunity holds in your sales process.
Closed Won
An opportunity that successfully converted into a paying client.
Closed Lost
An opportunity that didn’t convert. The deal was lost to a competitor or the prospect decided not to move forward.
Conversion
When a potential customer becomes a client. The moment they agree to work with you and enter your client database.
Contact Information
The details you store about people or companies (email, phone number, address, social media profiles).
Custom Field
Additional information fields you create to track specific data relevant to your business (industry, company size, budget range).
Tags
Labels you create to categorize and organize people, companies, or opportunities (e.g., “Hot Prospect,” “Needs Follow-up,” “Enterprise”).
Notes
Written records you add to people, companies, or opportunities. Used to document conversations, observations, or important details.
Task
An action item related to a person or opportunity (e.g., “Follow up with proposal,” “Schedule demo call”). Tasks have due dates and can be assigned to team members.
Owner
The team member responsible for managing a specific person, company, or opportunity.
Expected Close Date
The anticipated date when an opportunity will convert to a closed won or closed lost status.
Sales Cycle
The average time it takes for an opportunity to move from first contact to closed won.
Qualification
The process of determining if a potential customer is a good fit for your business and worth pursuing.
Pipeline Value
The total opportunity value of all active opportunities in your pipeline. Shows potential revenue if all deals close.
Weighted Pipeline Value
Pipeline value multiplied by probability percentages. Gives a more realistic forecast of expected revenue.
Timeline
A chronological feed showing all activities and interactions with a person or company (emails, notes, stage changes, tasks).
Score
A number indicating how likely an opportunity is to convert. Based on factors like email opens, document views, and engagement level.
Proposals and Contracts Solution Terms #
Proposals and Contracts
The solution in OneSuite for creating, sending, and managing business documents like proposals, quotes, contracts, and agreements with eSignature capabilities.
Document
Any business file you create in OneSuite (proposals, contracts, quotes, agreements, estimates). Can include signature fields and be sent to clients for review or signing.
Document Template
A reusable document format. Create once, use many times with different client information auto-filled.
Template Library
OneSuite’s collection of pre-built templates organized by industry (Marketing Agencies, Design Agencies, Consulting, Development, etc.).
Template Industry
Categories that organize templates by business type (Marketing Agencies, Design Agencies, Consulting, Development, Accounting & Finance, Architecture, Writing, Event Planning, Photography, Human Resources, Legal, IT Services, and Other).
Document Type
The category of document you’re creating (Proposal, Quote, Contract, Agreement, Estimate, NDA, Other). You can customize these types for your business.
Create from Template
Starting a new document using a pre-built template from the template library.
Start from Blank
Creating a new document from scratch without using a template.
Upload a Document
Importing an existing document file into OneSuite to add signature fields or send to parties.
Parties
The people or organizations who need to review or sign a document. Can include multiple parties (1st Party, 2nd Party, etc.).
Party
A single recipient who will receive, review, or sign the document.
Signature Field
A designated area in your document where parties place their signature. Added through the document editor.
Text Field
An input area where parties can type information (name, date, custom text) before signing.
Checkbox Field
A field that parties can check or uncheck as part of the document signing process.
Date Field
A field where parties can enter or select a date.
Initials Field
A field where parties can add their initials instead of a full signature.
eSignature
Electronic signature functionality. Recipients sign documents directly in their browser without printing or scanning.
Document Variables
Dynamic fields that auto-populate with client or business information ({{business.title}}, {{document.title}}, {{recipient.email}}, {{recipient.link}}, {{account.name}}).
Document Status
The current state of your document: Draft, Sent, Viewed, Signed, or Declined. Shows in the document list view.
Draft
A document that’s been created but not yet sent to any parties.
Sent
A document that has been sent to parties but not yet viewed or signed.
Saved
A document that’s been created and saved but may or may not be sent yet.
Document Tracking
Monitors when recipients open your documents and how long they spend on each page.
Document Link
A shareable URL that gives recipients access to view or sign a document without logging in. Also called recipient link.
Customize Email
The option to personalize the email message sent to parties when you share a document. Includes customizable subject line and message body.
Send Parties to Sign
The action of sending a document to all designated parties for their review and signature.
Document Editor
The interface where you create and edit document content, add signature fields, and configure parties.
Document Title
The name of your document shown in the document list and to recipients.
Creation Date
The date when a document was first created in OneSuite.
Project Assignment
Linking a document to a specific project in your Projects solution for better organization.
Recipients
The parties who will receive the document. Shows as “1st Party, 2nd Party” format.
Add New Party
Adding an additional signer or recipient to a document beyond the initial parties.
Custom Template
A document template you create yourself (as opposed to using pre-built templates from the library).
Action Menu
The three-dot menu in document lists that provides options like edit, duplicate, delete, or view document.
Document List View
The main view showing all your documents in a table format with columns for title, parties, status, type, and creation date.
Search Documents
The search function to find specific documents by typing keywords.
Filter Documents
Options to narrow down your document list by criteria like Status, Parties, Type, or Project.
Save
Storing your document progress without sending it to parties yet.
Send
Finalizing and delivering the document to all designated parties via email.
Projects Solution Terms #
Project
A container for related tasks, time entries, and files. Typically tied to a specific client engagement.
Project Template
A pre-configured project structure with common tasks already set up. Speeds up project creation.
Task Template
Pre-built task lists you can use when creating new projects. Saves time by not having to recreate common task structures.
Starred Projects
Projects you’ve marked as favorites for quick access. Shows as a separate section at the top of your projects list and starred section of the sidebar.
Privacy
The access setting for a project. Can be either Private (restricted access) or Public (visible to all team members).
Private Project
A project with restricted access. Only specific team members can view or collaborate.
Public Project
A project visible to all team members in your business.
Overview
The main project dashboard showing project summary, status, collaborators, description, and key details.
Kanban
A visual board showing tasks as cards in columns. Supports drag-and-drop task flow between stages.
Board
Another name for Kanban view. Shows drag-and-drop task flow.
List
A traditional task list showing all project tasks in rows with sortable columns. Provides a detailed task breakdown.
Files
A dedicated view showing all project documents and attachments in one place.
Timesheet
A view for tracking time entries on project tasks. Shows hours logged by team members.
Task
A single action item within a project. Can be assigned to team members with due dates, priority, and other details.
Subtask
A smaller task that exists within a parent task. Used to break down complex tasks into manageable steps.
My Tasks
A personal view showing only tasks assigned to you across all projects. Helps individuals focus on their work.
Completed Task
A task that has been marked as finished. Can be filtered to show or hide from views.
Assignee
The team member responsible for completing a specific task.
Due Date
The deadline by which a task or project should be completed.
Start Date
The date when a project or task is scheduled to begin.
Priority
The urgency level of a task: Low, Medium, High, or Urgent. Helps team members focus on what matters most.
Label
Custom tags you create to categorize and organize tasks.
Categories
Groupings you define to organize projects or tasks by type, department, or any criteria you choose.
Collaborators
Team members who have access to work on a specific project. Shows as profile pictures on project cards.
Project Manager
The team member designated as the primary person responsible for a project’s success.
Project Status
The current state of a project: Working, On Hold, Completed, or Cancelled. Can be customized.
Progress
A visual indicator (usually a progress bar) showing what percentage of project tasks are completed.
Project Description
A text field where you explain what the project is about, helping team members understand the project’s purpose.
Upcoming
A filtered view showing tasks that are due soon but not yet completed.
Overdue
A filtered view showing tasks that have passed their due date without being completed.
Completed
A filtered view showing all tasks that have been marked as finished.
Team Overview
A view showing task distribution and workload across all team members.
Time Tracking
The capability to log hours worked on specific tasks or projects.
Time Entry
A record of hours worked on a project or task. Used for billing and tracking productivity.
Billable vs. Non-Billable
Billable time gets included on invoices. Non-billable time is tracked but not charged to clients.
Comments
Discussion threads on tasks where team members can communicate and share updates.
Attachments
Files uploaded to a task or project for reference or collaboration.
Link
URLs or references you can add to tasks to connect them to external resources.
Quick Filters
Pre-set filter options for fast access (Assigned to me, High priority, Due this week, Due next week, Incomplete Tasks, Completed Tasks).
Theme
Visual customization options for how your project appears (colors, styles).
Custom Labels
Additional label types you create beyond the default ones for more specific task categorization.
Client Access Level
Controls what project information clients can see if they have portal access.
Subtask Behavior & Movement
Settings that define how subtasks behave when parent tasks are moved or completed.
Mark as Complete Action
Configuration for what happens when a task is marked as complete (automatic behaviors or prompts).
Invoices Solution Terms #
Invoice
A billing document sent to clients requesting payment for products or services. Shows itemized charges, payment terms, and due dates.
One-Time Invoice
A single invoice for a specific amount. Sent once and marked paid when complete.
Recurring Invoice
An invoice that automatically generates and sends on a schedule (weekly, monthly, annually).
Invoice Number
A unique identifier assigned to each invoice for tracking and reference purposes.
Invoice Status
Where an invoice stands: Draft, Sent, Viewed, Paid, Partially Paid, Unpaid, or Overdue.
Unpaid
An invoice that has been sent but not yet paid by the client.
Paid
An invoice that has been fully paid by the client.
Overdue
An invoice that has passed its due date without being paid.
Issue Date
The date when an invoice is created and sent to the client.
Due Date
The date by which payment is expected from the client.
Line Item
An individual product or service listed on an invoice with its own description, quantity, unit price, and total.
Quantity
The number of units being charged for a specific line item.
Unit Price
The cost per single unit of a product or service on an invoice.
Subtotal
The sum of all line items before taxes, discounts, or additional charges are applied.
Total
The final amount due on an invoice after all taxes, discounts, and charges are calculated.
Multi-Currency
The ability to create invoices in different currencies based on client location or preference.
Tax
Sales tax, VAT, or other government-mandated charges added to invoice amounts.
Payment Gateway
A service that processes credit card and online payments for invoices.
Payment Terms
The agreed timeframe for payment (e.g., “Net 30” means payment due within 30 days).
Frequency
How often a recurring invoice is sent (Every week, Every month, Every year, etc.).
Recurring Settings
The configuration that determines when and how often recurring invoices are generated and sent.
Schedule
Setting when an invoice will be automatically sent in the future.
Share Invoice
Sending an invoice to a client via email directly from OneSuite.
Recipient
The person or people who will receive the invoice via email.
Activity Log
A record of all actions taken on an invoice (created, sent, viewed, paid, edited).
Mark as Paid
Manually recording that an invoice has been paid, updating its status.
PO Number
Purchase Order number from the client, used for their internal tracking and matching invoices to approvals.
Clients Solution Terms #
Client
A customer you’ve successfully converted from a lead. Clients have access to the client portal and receive invoices.
Client Profile
The complete record of a client including contact information, communication history, projects, and invoices.
Timeline
A chronological feed showing all interactions with a client (emails, documents sent, invoices, meetings).
Tag
A label you create to categorize clients (e.g., “VIP,” “Monthly Retainer,” “Past Due”).
Segment
A filtered group of clients based on criteria you define. Useful for targeted communication.
Team Solution Terms #
Team Member
Anyone on your internal team with access to your OneSuite business.
Role
Defines what a team member can see and do in OneSuite. Standard roles: Admin, Manager, Member, Limited.
Permission
Specific access rights within a role (e.g., “Can delete projects,” “Can view financial reports”).
Client Portal Terms
Client Portal
A secure area where clients log in to view their projects, documents, invoices, and communication.
Portal Access
Permission granted to a client allowing them to log into the portal. You control what each client sees.
Portal Branding
Customization options for the client portal (logo, colors, custom domain).
Custom Domain
Your own URL for the client portal (portal.yourcompany.com instead of yourcompany.onesuite.app).
Portal User
A client who has been given login credentials to access the client portal.