Client Management Glossary

Accounts Aging Report

A financial report that categorizes outstanding receivables by how long they have been unpaid, typically grouping invoices into buckets of 0–30 days, 31–60 days, 61–90 days, and 90+ days past due.

Chargeback

A forced reversal of a credit card or payment transaction initiated by the cardholder through their bank, which returns funds to the buyer and removes them from the seller's account.

Client Onboarding

The structured process of welcoming a new client, establishing working agreements, collecting necessary information, and setting expectations before beginning work.

Client Portal

A secure online interface where clients can view invoices, track project status, access shared documents, and make payments — centralizing the client relationship in one accessible location.

Collections

The process of pursuing payment for overdue invoices through escalating means, ranging from reminder notices to third-party collections agencies or legal action.

Contract

A legally binding written agreement between two or more parties that defines the terms of an exchange of services or goods, including scope, compensation, timeline, and remedies for breach.

Invoice Reminder

A notification sent to a client before or after an invoice due date to prompt payment, ranging from a friendly pre-due reminder to escalating overdue notices.

Late Payment Letter

A formal written notice sent to a client whose invoice is significantly overdue, stating the amount owed, the number of days past due, applicable late fees, and the consequences of continued non-payment.

Payment Dispute

A disagreement between a client and a service provider or vendor over the amount owed, the services rendered, or the validity of an invoice that delays or prevents payment.

Service Agreement

A contract specifically governing the provision of services, outlining the nature of the services, the service provider's obligations, compensation, confidentiality, and intellectual property terms.