Glossary

The words you meet in Kluvan and in this help centre, with what they mean. Where accountants use another word, it is given too.

Your account

Organisation. Your business in Kluvan: one account, one subscription, every app you use. Also called the tenant in technical pages (the Tenant id on Plan & usage).

Branch. A part of your organisation that keeps its own records: a store, an office, a site, a warehouse. Branches are free.

App. One part of Kluvan with its own pages, such as Books, CRM or HR. You switch apps on and off.

Bundle. A plan with several apps chosen for a kind of business. Kluvan One is the plan with every app.

Seat. What a person who signs in holds: full (everything their role allows), field (assigned work on the phone pages) or restricted (self-service only).

Role. Owner, manager or team member. Rights are the individual permissions ticked for a team member.

Allowance. An amount your plan includes, such as file storage or AI credits.

AI credit. The unit every AI feature in Kluvan (such as the invoice reader, Ask AI and the Front Desk) is paid with, from one balance on Billing → AI credits. One credit is worth US$0.01. Your plan includes some; bought credits never expire.

Early access. A feature that is built and tested but not yet switched on for every organisation, or not yet tried with the outside provider it depends on.

Regional pack. The settings of one country: currency, VAT, holidays, payroll rules and, where available, e-invoicing. Packs exist for Egypt and the UAE; every other country uses the International pack.

Money

Invoice. The document that asks a customer to pay. Once issued it has a number that never changes.

Credit note. A document that reduces or cancels an issued invoice. You never edit an issued invoice; you issue a credit note.

Quote. A price you offer a customer before they buy. Accepted quotes can become orders and invoices.

Bill. An invoice you receive from a supplier.

Receipt (customer payment). Money a customer paid you, set against one or more of their invoices.

Who owes us. The list of customers with unpaid invoices and how late they are. Accountants say aged receivables.

What we owe. The bills you still have to pay. Accountants say aged payables.

Money in and out. The cash coming in and going out over a period. Accountants say cash flow.

Bank lines to match. Lines of an imported bank statement not yet matched to a record in Books. Accountants say unreconciled transactions.

Reconciliation. Checking that your Books bank account agrees with the bank statement, line by line.

Journal entry. A record in the ledger with equal debits and credits. Most entries are made for you by the documents you issue; you can also post one by hand.

Ledger / chart of accounts. The list of accounts (cash, sales, rent…) every amount is posted to.

Period lock / closing. Closing a month or a year so nothing dated in it can change any more.

Cost centre. A label on income and costs, such as a department or a project, to see profit per part of the business.

VAT. Value added tax. Kluvan prepares the VAT return figures for Egypt and the UAE; you or your accountant file it.

E-invoice. An invoice sent in the government's electronic format through an approved provider. In Kluvan, UAE e-invoicing is in early access.

Opening balance. What an account, a customer or a supplier stood at on the day you started with Kluvan.

Depreciation. Spreading the cost of a fixed asset over the months it is used.

People

Employee file. Everything HR keeps about a person: contract, pay, documents, time off.

Time off. Leave: annual, sick and the other kinds of your country.

Roster. The plan of who works which shift.

Timesheet. The hours a person worked in a period, checked against the work rules.

Payroll run. The calculation of everyone's pay for a period, approved and then paid.

Payslip. The statement of one person's pay for a run.

End of service / gratuity. The amount due to a person who leaves, worked out by your country's rules.

WPS. The UAE's Wage Protection System: salaries paid through a bank file in its format.

Customers and work

Customer 360. The customer's page in CRM with everything about them from every app.

Segment. A saved group of customers who match rules, such as "bought in the last 30 days".

Consent. A customer's yes or no to receiving messages on a channel. A STOP always wins.

Pipeline / deal. The sales opportunities you are working on, from lead to won or lost.

Ticket. A support request a customer raised, worked until it is resolved.

Work order. A job for a technician: what to do, for whom, which parts, and when.

Purchase request / RFQ / purchase order. A request to buy something; a request for quotes from suppliers; the order you send to the supplier you picked.

Three-way match. Checking that the order, the delivery and the supplier's invoice agree before you pay.

Lot / batch, serial. A group of items received together, often with an expiry date; one individual item's unique number.

Customer portal. The private pages where a customer sees their documents, balance and requests.