Back Office Glossary

How to use this page

Words are grouped by topic. When a client uses a word you do not know, look here first. If it is not here, ask your Narqix lead and we will add it.

Working with clients

Term	Meaning
EA	Executive Assistant. Supports one busy leader with inbox, calendar, travel and priorities.
VIP	A person whose messages always get fast, careful handling and never an automatic reply.
Client Workflow Record	The Narqix document that records how every task for a client is done. One per client.
Task card	One page in the Client Workflow Record describing a single recurring task: trigger, steps, done definition, owner, backup.
Never list	Things a client never wants done. Recorded word for word.
Backup Test	Could a trained teammate do your job tomorrow using only the record?
Scope	The work Narqix agreed to do for the client. Out-of-scope requests go to your Narqix lead.
ETA	Estimated time of arrival. When something will be done. Always with a time zone.
EOD and SOD	End of day and start of day reports. See the Reporting Standard.
Read back	Repeating an instruction in writing before acting on it, for anything risky.
Escalate	Passing an issue up to someone with more authority, using the Escalation Ladder.
Blocker	Anything that stops you from finishing a task. Report it within 30 minutes.

Inbox and calendar

Term	Meaning
Sweep	A scheduled session where every new email gets one outcome.
Six Outcomes	Done, Decide, Draft, Delegate, Defer, Danger.
Digest	A daily summary message: decisions needed, drafts ready, what you handled, what is waiting.
Delegated access	Permission to work in someone's inbox or calendar using your own login.
Phishing	A fake message that tries to make you click, log in, pay or share data.
Hold	A placeholder event that protects a proposed meeting time.
Buffer	Free time kept between meetings.
Five Facts	Where, who, why, what to prepare, and when in every zone: what every external invite carries.
Evening brief	A short message about tomorrow's schedule, sent at the end of your shift.
ET, CT, MT, PT	US Eastern, Central, Mountain and Pacific time.
GMT and BST	UK winter time and UK summer time.
AEST and AEDT	Australian Eastern Standard Time and Australian Eastern Daylight Time.
Daylight saving	The yearly clock change. The US, UK and Australia change on different dates.

Data and CRM

Term	Meaning
Source	The original place data comes from. Always enter from the source.
Field	One piece of data in a record (phone, email, amount).
Field map	A list showing which source field goes into which destination field.
Batch	A group of 25 to 50 records entered and checked together.
Double Entry Comparison	Entering data twice, separately, and comparing to find every difference.
Control total	A sum calculated from the source and from your entries that must match.
Hash total	A sum of ID numbers used only to detect errors.
Transposition	Two digits swapped (1,284 typed as 1,248). The difference divides by 9.
Held list	Records you could not enter with certainty, with the reason.
Field accuracy	Correct fields divided by fields checked.
Duplicate	Two or more records for the same person or company.
Merge	Combining duplicates into one survivor record with all history.
Minimum Record	The six fields every CRM record needs: name, contact method, source, owner, stage, next step.
Pipeline and stage	The steps a lead or deal moves through, and its current step.
Tag	A label on a record used for filtering and automations. Approved list only.
Automation or workflow	Rules in a system that act automatically, for example sending a text when a tag is added.
Bulk change	Any action on more than 50 records, or any delete, import, pipeline change or automation switch.
Import and export	Loading a file of records into a system, or downloading records out of it.
Opt-out or do-not-contact	A person who must not be contacted by some or all channels. Always respected.

Research

Term	Meaning
Research brief	Written agreement on the decision, question, scope, quantity, output, sources and deadline.
Primary source	The original owner of a fact: the company's own site, an official registry.
Confidence rating	High, Medium or Low, based on how many credible sources agree.
Date checked	The date you opened the source. Facts go stale.

Documents and files

Term	Meaning
Version	A saved stage of a document: v01, v02, then FINAL.
FINAL	The approved or signed version. Never edited.
Restricted folder	A folder shared with named people only, for sensitive files.
Document tracker	A table showing which documents were requested, received and filed.
E-signature	Signing documents online through the client's e-signature tool.

Bookkeeping support

Term	Meaning
Bill	An invoice the client must pay to a supplier (accounts payable).
Invoice	A request for payment the client sends to a customer (accounts receivable).
AP and AR	Accounts payable (money the client owes) and accounts receivable (money owed to the client).
PO	Purchase order. The client's approval to buy, matched to a bill.
Reconciliation	Checking that two records of the same money agree, such as the bank statement and the books. Bookkeeping support prepares; the bookkeeper signs off.
Aging report	A list of unpaid invoices grouped by how overdue they are.
Month-end close	The routine of completing and checking a month's books.
For review	A status meaning a qualified person must decide.

Recruiting

Term	Meaning
Applicant tracker	The system that stores job applications and their stages.
Must-have criteria	The written requirements a candidate must meet, set by the client.
Interview kit	Resume, screening answers and interview questions in one link.
Pipeline report	Counts of candidates at each stage, per role.

Check yourself

1. What is the difference between AP and AR?
2. What are the Six Outcomes of an inbox sweep?
3. What does a control total prove?
4. What is the Minimum Record?

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