Glossary

Plain definitions of the words Fluent shows on screen, from appointment statuses and roles to rate cards, invoices, pay runs, and QuickBooks.

For everyone at an agency Web app, mobile app and email 11 min read Last updated October 20, 2026

What you'll learn

  • What the words you see in the Fluent web app, mobile app, and emails mean, from appointment statuses to billing.

A

  • Activity Log: The record of who created or changed appointments, vouchers, people, customers, sites, and teams. Click View All Activity on a person's profile to open it.
  • Admin: The agency role below Owner, for people who run Billing and the security settings as well as the team.
  • Administrator: The organization role below Owner, for people who manage the organization's team members and teams.
  • Agency: A workspace for an interpreting company that schedules interpreters for its customers and bills them.
  • Agency (plan): The agency plan for a few team members who work as one team.
  • Agency defaults: The settings page with the values new rate cards start from, your default invoice terms, and the invoice review thresholds. It also holds the holiday calendar.
  • Agency Teams: The agency plan with unlimited team members, more than one team, and team-based permissions.
  • Appointment: One booked interpreting job, with a date and time, a language, a service type, a customer, and, once covered, an interpreter.
  • Appointment log: The dated record of everything that happened to one appointment and who did it, opened with View History in the appointment.
  • Approved: The status of an invoice or payee a reviewer signed off. The approval becomes final when the run closes.
  • Arrived: The status after an interpreter taps Mark Arrived at an In-person appointment.
  • Assign: The Assignment Method that offers the appointment to one interpreter you pick.
  • Assigned: The status of an appointment that has a confirmed interpreter.
  • Assignment Method: How an appointment is offered to interpreters: Assign, Auto-assign, or Broadcast.
  • Audience: Who can read a comment: Internal, Interpreter, or Customer.
  • Auto-assign: The Assignment Method that offers the appointment to interpreters one at a time, in the order you set, until one accepts.
  • Availability: An interpreter's regular weekly hours for work.

B

  • Billing: The area of the web app where you invoice customers and pay interpreters and partners.
  • Billing (report): The Reports tab that shows revenue, interpreter pay, and gross margin for a date range.
  • Billing interval: The step that billable time rounds to on a rate card, such as 15 minutes.
  • Billing rules: The rules a rate card applies to all its prices, such as operating hours, the cancellation policy, and rounding.
  • Billing runs: The settings page with the schedule that splits time into periods for invoice runs and pay runs.
  • Broadcast: The Assignment Method that offers the appointment to several interpreters at once. The first to accept gets it, and the appointment shows Broadcast while the offer is live.
  • Bulk invite: Inviting many interpreters at once from a CSV file.
  • Business Associate Agreement (BAA): The HIPAA agreement an agency signs so Fluent can store patient details. Until it's signed, those fields stay hidden.

C

  • Canceled: The status of an appointment canceled with enough notice, so no late cancel charge applies.
  • Cancellation policy: The customer rate card rule for how much notice a cancel needs and what a late cancel charges.
  • Checked In: The status after an interpreter taps Check In on a Video or Phone appointment.
  • Close run: Closes an invoice run's period so its invoices become final.
  • Closed: The status of a run, invoice, or pay statement whose period is closed. A closed invoice changes only through a correction.
  • Comment: A message on an appointment's Comments thread. Only the comment's audience can read it.
  • Complete: The status of an appointment whose voucher is complete.
  • Correction statement: Lines on a payee's open pay run that correct what a closed pay run paid.
  • Customer: A business or person your agency provides interpreting to and bills, listed under Customers.
  • Customer rate card: A rate card that prices what you invoice a customer.

D

  • Daily Confirmation: The mobile app screen where an interpreter confirms today's appointments.
  • Deactivate: Takes a person, customer, site, or team out of active use without deleting its history. Reactivate brings it back.
  • Declined: The status your agency sets from an appointment's status menu when it won't fill the appointment. Setting it removes the assigned interpreter.
  • Draft: The status of an invoice that Fluent generated, that nothing blocks, and that nobody has approved yet.

E

  • Earnings: The profile tab that lists a person's pay statements, one per pay run.
  • Export: Downloads a list, or billing documents, as a file such as CSV, PDF, or Excel.

F

  • Fill rate: The share of appointment requests that got an interpreter.
  • Flag: A billing review marker on an invoice line, an invoice, or a payee that needs a look before you approve it.
  • Fluent score: Each interpreter's ranking score on the Assignment step, out of 10.
  • Form fields: The appointment details that print in invoice line descriptions, set for your agency or for each customer.
  • Free Trial: The first 30 days of a new agency's plan, before Fluent charges it.

G

  • Get started: The setup checklist in the sidebar. Its steps tick off as you do them.
  • Gross margin: Your revenue minus what you pay interpreters and partners, with adjustments on both sides.

H

  • Holiday calendar: Your agency's list of holiday dates. The Holiday rate applies on them.

I

  • In Progress: The status of an appointment that has an interpreter and whose scheduled time is now.
  • In review: The status of a run whose period has ended and whose work is still being reviewed.
  • Incomplete: The status of an appointment whose scheduled end has passed and whose voucher isn't complete.
  • Internal: The comment audience that only your agency's team members can read.
  • Interpretation mode: Consecutive or Simultaneous. It decides which prices on the rate card apply.
  • Interpreter: A person who interprets and can receive offers. In an agency it's also a role.
  • Interpreter rate card: A rate card that prices what you pay an interpreter.
  • Interpreter Requests: The mobile app Dashboard card that lists the offers waiting for your answer.
  • Interpreter team: The interpreters your agency can assign and send offers to, listed under Team › Interpreters.
  • Invite: An email that lets someone without a Fluent account create one and join your workspace in a role.
  • Invoice review: The full-screen view of one invoice, with its lines, its flags, and a preview of the PDF.
  • Invoice run: One period's invoices, reviewed and approved together, then closed.
  • Invoice terms: The number of days after the invoice date that payment is due.
  • Invoices: The Billing tab that lists every invoice from every run.

K

  • Keep as billed: Answers a closed invoice's difference by not billing it.

L

  • Language group: A set of languages on a rate card that share one set of prices.
  • Late Cancel: The status of an appointment canceled with less notice than the cancellation policy needs, so late cancel charges apply.
  • LEP client: The person who needs the interpreter, such as a patient, entered in the appointment's LEP Client section.
  • Login & Devices: The Settings page where you change your sign-in details and see each device you're signed in on.

M

  • Manage Subscription: The dialog where the Owner picks a plan and Monthly or Annual billing, or cancels the subscription.
  • Manager: The role below Admin in an agency, and below Administrator in an organization, with access to Reports.
  • Mappings: How your Fluent customers and payees line up with customers and vendors in QuickBooks.
  • Mark as paid: Records by hand that a customer paid a closed invoice.
  • Mark paid: The last pay run step. It records that the run was paid and emails each payee a summary.
  • Master Subscription Agreement (MSA): The contract between your agency and Fluent, which the Owner accepts.
  • Mention: Typing @ in a comment and picking a person, so they get a notification.
  • Merged visit: Same-day appointments for one customer and one interpreter at the same address, close together in time, that bill as one visit with one minimum.
  • Missed: The status your agency sets when an interpreter didn't show up. Fluent never sets it on its own.
  • Missing rates: The status of work no rate card can price yet. It blocks the run from closing.
  • Missing voucher: The invoice review and pay review flag for an appointment whose voucher isn't complete. It holds approval until the voucher comes in or you approve the work as scheduled.
  • Mobile app: The Fluent app for iPhone and Android, for interpreters and agency team members.

N

  • Needs a correction decision: A closed invoice or pay statement that would now price differently and is waiting for your answer.
  • Needs attention: The status of an invoice or payee with open flags to check before you approve it.
  • New document: Answers a closed invoice's difference with a new invoice, or a credit memo when the difference is negative.
  • Notifications: The in-app record of what happened to your appointments and account, under the bell in the web app.

O

  • Offer: An appointment sent to an interpreter to accept or decline.
  • Open: The status of a run whose period hasn't ended.
  • Open Requests: The Appointments view of every appointment still waiting for an interpreter.
  • Operating hours: A named set of regular days and hours. A rate card that uses one prices work outside them at the After hours rate.
  • Organization: A workspace for a business, such as a clinic or hospital, that requests interpreters from its agency.
  • Owner: The role of the person who created the workspace.

P

  • Paid: The status of an invoice your customer paid, or of a pay run you marked paid.
  • Partner agency: Another interpreting agency you work with, listed under Team › Partner Agencies.
  • Partner rate card: A rate card that prices what a partner agency charges you for work it fulfills.
  • Patient health information (PHI): Anything that identifies a patient and relates to their health, care, or payment.
  • Pay day: The date a pay run's payees are due to be paid.
  • Pay run: One pay period's pay for your interpreters and for the partners you pay through pay runs.
  • Pay statement: The document that shows what one payee earns on one pay run.
  • Pay summary: The CSV or Excel export with one row per payee for a pay period.
  • Payee: Who a pay statement pays: one of your interpreters, or a partner agency.
  • Payments: The Billing tab that lists every pay run.
  • Pending: The status of an appointment whose offer to one interpreter is waiting for an answer.
  • Period: The date range one run covers, with its first and last days included.
  • Processing: The status of a pay run you sent to payout and haven't marked paid yet.

Q

  • QuickBooks: QuickBooks Online, the accounting system Fluent sends your closed invoice runs and pay runs to.

R

  • Rate card: The set of prices and billing rules Fluent uses to price work.
  • Rate correction: A rate card change dated in the past, which can re-price work you already billed or paid.
  • Rate type: One price column on a service: Regular, After hours, Rush, or Holiday.
  • Rates: The Billing tab that lists every rate card.
  • Ready to close: The status of a run once everything in it is approved and nothing blocks the close.
  • Request: An appointment an organization asks your agency to fill.
  • Requested: The status of an appointment that no interpreter has been offered yet.
  • Requestor: The organization role that requests interpreters and sees only the appointments they requested.
  • Revenue: What your invoices bill customers for the work in a date range.
  • Review: The Billing tab where you review, approve, and close open runs.
  • Revision: A numbered version of a closed invoice.
  • Revoke Invite: Cancels a pending invite so its link stops working.

S

  • Same-day confirmation: An interpreter's confirmation, on the day, that they'll attend today's appointments.
  • Scheduler: The role that creates, assigns, and edits appointments for the teams they're on.
  • Send to payout: The pay run step after closing that hands the run off for payment.
  • Service Type: How the interpreting happens: In-person, Video, or Phone.
  • Services (report): The Reports tab that charts appointment volume, languages, customers, and statuses for a time range.
  • Site: A named location of a customer. Picking it on an appointment fills in the address.
  • Starter: The agency plan where the Owner is the only team member.
  • Subscription: The settings page where the Owner sees your Fluent plan, next charge, payment method, and Billing History.
  • Sync to QuickBooks: Creates invoices in QuickBooks from a closed invoice run. On a closed pay run the step is Send to QuickBooks, which creates one bill per payee.
  • Synced: The QuickBooks state of an invoice whose current revision is in QuickBooks. Once QuickBooks reports on it, Billing › Invoices shows Open, Partial, or Paid instead, and Not synced or Needs update when the copy is missing or out of date.

T

  • Tags: Labels your agency puts on profiles so you can filter people.
  • Team: A group of people inside an agency or organization, such as a city, region, or department. It limits which appointments its members see. An agency's Owner sees every team.
  • Team member: A person in your workspace with a role other than Interpreter, listed under Team › Team Members.
  • Time Off: Dates or times an interpreter isn't available. Time Off overrides their weekly availability.
  • Two-factor authentication: The second sign-in step, where you enter a 6-digit code that Fluent texts to your phone.

U

  • Unassigned: The status of an open appointment nobody holds, such as after an interpreter declines.
  • Usage: The per-appointment fee every plan charges on top of the plan price.

V

  • Vendor: The QuickBooks record that a payee's bills are written to.
  • Verification code: The 6-digit number Fluent sends to prove it's you.
  • Voucher: The record of the time an interpreter worked on an appointment. Completing it makes the appointment Complete.

W

  • Workspace: The agency or organization you're signed in to and working in.