VOGSY Glossary

Welcome to the VOGSY glossary. Here you'll find definitions for key terms and concepts you'll encounter while using the platform.

Account

• The central record for a client or customer company you do business with. It stores key information and acts as the parent object for all related Contacts, Opportunities, and Projects.

Account Team

• A group of VOGSY users (like an Account Manager, a sales exec, etc.) designated to manage the relationship with a specific Account.

Company / Organization

• These terms are often used interchangeably with Account to refer to a client, customer, or prospect. A "Company" can also refer to your own Operating Company (OpCo).

Contact

• An individual person associated with an Account (e.g., an employee at your client's company). This record stores their personal details like email and phone number, as well as their Job Title.

Contractor

• A non-employee resource (freelancer or firm) who performs work on projects. Contractors are managed in VOGSY as a type of Resource with specific cost rates. Read more on contractor management]

Consultant

• A common Job Role for an Employee or Contractor who performs billable project work for clients.

Customer

• An Account that has an active or past project or opportunity with your company.

Employee

• A person employed by your company. Employees are managed in VOGSY as a Resource with defined job roles, skills, and cost rates. Read more about employees.

  Employees can also be users of VOGSY (lite user, full user, or super user).

Job Role & Job Title

• Characteristics of a Person (an Employee, Contractor, or client Contact). A Job Role is their internal function (e.g., 'Consultant', 'Developer'), while a Job Title is their specific title (e.g., 'Senior Cloud Architect').

Person

• A generic term for any individual in VOGSY, whether an Employee, Contractor, or client Contact.

Resource (Employee or Contractor)

• The core unit of your workforce. A resource is any person (both Employees and Contractors) who can be scheduled for projects and track their time.

Supplier

• A third-party company from which you purchase goods or services. This is used for managing Purchase Invoices and project costs.

Team Member

• Any Resource (employee or contractor) who is assigned to a specific Project Team.

User Type

• A classification that determines an individual's base level of access in VOGSY (Lite user, Full User, Super User). This works in combination with User Roles (manager, project manager, account manager, professional, contractor, support staff)

  Read more about Roles and permissions]

Draft Quote

• A Quote that is still being prepared and has not been sent to the client. In VOGSY, you can save multiple drafts before finalizing and sending.

Following

• A collaboration feature that allows a user to 'follow' a specific record (like an Account, Opportunity, or Project). When you follow an item, you receive Notifications in your Feed about key updates and activities. Read more on Notifications

Lead

• A potential new business prospect, often an individual Contact or Company that has not yet been qualified as a sales Opportunity. Read more about managing leads.

Opportunity

• A potential sale or project you are actively pursuing with an Account. This is where you forecast revenue, build your Quote, and plan initial resource needs. Read more about how to create an opportunity or about progressing opportunities through the stages.

Quote

• The formal document you send to a client detailing the scope of work, deliverables, and cost. In VOGSY, you generate a quote directly from an opportunity.

Statement of Work (SOW)

• A formal document, generated as a VOGSY quote, that explicitly defines the project's scope, Deliverables, timelines, and costs. It serves as the contract between you and your client.

  Read more about opportunity projects.

Activity

• A specific type of work done on a project (e.g., "Consulting," "Design," "Project Management"). Activities are used to calculate the project budget and to capture time entries for accurate cost control and invoicing. Read more on how to set up activities in VOGSY

Billable Activity

• An Activity that is designated as billable to the client. Time tracked against this activity will count towards WIP and can be placed on an Invoice.

  Read more about how VOGSY determines the billability of activities.

Cap on hours

A limit set on a project, task, or activity that prevents resources from planning or logging more than a specified number of hours. This is a control mechanism to manage budgets and prevent overages.

Completion indicator

• A visual metric, in percentages, that shows the progress of a deliverable.

Day Pattern

• Used in project planning allocation to specify which days a resource is scheduled to work on a particular project (e.g., 'Mondays, Wednesdays, and Fridays only').

Deliverable

• A specific output or milestone within a project. In VOGSY, you can link deliverables to your project plan, budget, and billing schedule.

  Read more about deliverables in the VOGSY work breakdown structure

Milestone

• A significant point or event in the project timeline. Milestones are often used to trigger Fixed Price invoices or measure project progress. Deliverables are often used as milestones in a project.

Planning

• The act of allocating Resources to projects over a period of time. The VOGSY planning module provides a visual overview of who is working on what and who is available. Read more on the project planning view

Progress Visualization

• VOGSY utilizes a set of weather icons to provide a quick and intuitive way to assess the overall progress of a project visually. The project card has indicators per deliverable on the timeline, budget, margin, and percentage completion. Read more on how VOGSY helps you keep your project on track

Project

• The central hub in VOGSY for a specific client engagement. This is where you manage the budget, planning, tasks, teams, and financials from start to finish. Please have a look at our project management page.

Task

• A single, actionable to-do item within a project. Tasks can be assigned to Team Members, given due dates, and tracked. Read more about Tasks

Team

• The group of resources (employees and contractors) allocated to work on a specific project.

Weather indicator

• A visual KPI (e.g., sunny, partially sunne cloudy, rainy, and stormy) on projects and dashboards that provides a quick, at-a-glance indication of project health, by comparing schedule and budget vs. actuals or margin. Read more about the weather indicators.

Work Breakdown Structure (WBS)

• A hierarchical decomposition of the total scope of work to be carried out by a project team. In VOGSY, this is represented by the project's structure of deliverables, activities and tasks. Read more about VOGSY's work breakdown structure

Allocation

• The act of booking a resource to a Project for a specific period. This can be a hard booking (confirmed) or soft booking (tentative) and is the foundation of resource planning.

Hard Bookings

• A confirmed, definite assignment of a Resource to a project for a specific period. Hard bookings reserve the resource's capacity and are treated as firm commitments in the Planning.

Holidays

• Public holidays or company-wide non-working days. Holidays are configured in the system and automatically block resources from being planned or logging time on those days. Read more on how to manage (international) holiday calendars.

International resource pool

• A core VOGSY concept, this is equivalent to the Unified Resource Pool. It allows planners in one country (OpCo) to view, reserve, and allocate resources from any other OpCo, treating all talent as a single, global pool.

Opportunity Bookings

• A tentative booking linked directly to a sales opportunity. This is used to forecast potential resource needs and check for future capacity conflicts before the deal is won. Example: You can soft-book a 'Senior Developer' on an opportunity to see the impact on your team's availability in Q3. Read more about matching future demand with resource capacity.

Overplanned

• A state where a Resource is allocated to more work than they have available capacity for in a given period (e.g., planned for 50 hours in a 40-hour week). VOGSY highlights this in the Planning to prevent burnout and scheduling issues.

Placeholder

• A temporary, unnamed resource used in the planning phase when you know you need someone (e.g., "Senior Developer") but don't know who will fill the spot yet.

Seniority

• A level used to classify resources (e.g., "Junior," "Medior," "Senior"). This can be linked to their Job Role and Skill Level to determine their billing rate.

Skill

• A specific capability or qualification a Resource possesses (e.g., "Java," "Project Management," "Salesforce Certified"). VOGSY's resource planner lets you search for available resources by skill.

Skill level

• A rating that defines a resource's proficiency in a specific skill (e.g., 1-5, or "Beginner," "Expert").

Accounts Payable (AP)

• The money your company owes to its suppliers. In VOGSY, this is managed by tracking purchase invoices. Read more on how to manage accounts payable

Accounts Receivable (AR)

• The money your customers owe you for services you have invoiced. VOGSY tracks the status of all sent invoices to manage your AR. Read more on how to manage accounts receivable.

Actual margin

• The real-time profitability of a project, calculated using actual revenue (recognized or invoiced) and actual costs (from approved time entries and expenses) to date.

Billability

• The measurement of an activity or a resource's time as being billable or non-billable. A resource's billability target is their target utilization rate. Read more about monitoring billability per department.

Billing period

• The date at which a client is invoiced for a specific amount. This is defined in the invoicing schedule on the project level or the deliverable level.

Calculated margin

• This is the planned or budgeted margin for a project, based on the revenue and costs defined in the project's calculation (budget) prior to any work commencing.

Calculation

• In VOGSY, this is another name for the project budget. It defines the planned hours, sales rates, cost rates, expenses, and other costs that make up the project's financial plan. Read more on calculating project budgets.

Cost

• The internal and external expense to your company for a resource's time (their salary/rate) or other project expenses. VOGSY tracks costs to calculate the project margin. Read more about project margins

Cost Rate

• The internal cost per hour for a specific resource (employee or contractor). This rate is used to calculate the total cost of time spent on a project and is a key component in determining project margin.

Currency

• VOGSY is a multi-currency platform. You can set a base currency for your company, a local currency for each OpCo, and bill clients in their preferred currency. Read more on currencies and multi currency projects.

Draft Invoice

• An Invoice that has been generated by VOGSY (based on project WIP or invoice schedule) but has not yet been approved or sent to the client.

  Read more about draft invoices.

Expenses

• Non-time costs incurred on a project (e.g., travel, software, materials) that may be passed on to the client. Resources can submit expenses in VOGSY for approval. Read more about expenses.

Fixed Price

• An Invoice Method where the client is billed a single, pre-agreed amount for a project or Deliverable, regardless of the hours spent.

Intercompany Invoicing

• The financial process for billing services between your own Operating Companies (OpCos). This is used when a Resource from one OpCo (e.g., VOGSY USA) does billable work for a project owned by another OpCo (e.g., VOGSY UK). Read more about intercompany invoicing.

Invoice

• The official bill sent to a Customer for services rendered. VOGSY generates invoices based on the project's invoice method.

Invoice Method

• The billing rule for a project. The primary methods in VOGSY are Time & Materials, Fixed Price, and Subscription. Read more about invoice methods.

Invoice Reminders

1. Automated email notifications that VOGSY can send to clients for overdue Invoices, helping to streamline the Accounts Receivable process. Read more about setting up invoice reminders.

Invoice Schedule

• A predefined set of dates and amounts for billing a Fixed Price project. This allows you to automatically generate draft invoices when a date is reached or a milestone is completed.

Journal

• An accounting record used to log financial transactions. VOGSY creates journal entries (e.g., for revenue, invoices, costs) that sync to your integrated accounting system.

Ledger Account

• A specific account in your accounting system's chart of accounts (e.g., "Software Revenue," "Travel Costs"). VOGSY maps its transactions to these accounts for seamless integration. Read more about ledger accounts.

Margin

• The profitability of a project, Resource, or your whole company. VOGSY calculates this as: (Revenue - Cost) / Revenue. Read more on how to monitor your project margins.

Margin Forecast

• A forward-looking projection of a project's profitability. It combines the Actual Margin (for work completed) with the Planned Activities (for work that is still planned), providing the most accurate prediction of the project's final profitability outcome.

Opening Balance

• The starting financial value (e.g., of WIP or project revenue) when you first migrate to VOGSY. Read more about opening balances for projects.

Payment Condition

• The terms of payment you agree on with a client (e.g., "Net 30" means payment is due 30 days after the invoice date). This is set on the Account or Project.

Price lists

• Price lists enable you to manage sales rates for groups of customers, based on region, country, or any other grouping you choose. Alternatively, you can specify a price list for a single customer, thereby enforcing the same sales rates for this customer.

Purchase Invoice

• A bill you receive from a supplier for goods or services. These can be logged in VOGSY and, if applicable, passed on to a client as a project expense. Read more about purchase invoices.

Revenue

• The total income generated from services. VOGSY provides critical flexibility in how this is measured and reported: you can configure the platform to display Recognized Revenue (income earned based on project progress or milestones, an accounting principle) or Invoiced Revenue (income that has actually been billed to the client).

  Read more about revenue forecast in VOGSY.

Revenue Type

• A category used to classify your company's revenue streams (e.g., "Consulting Revenue," "Software License Revenue"). Read more about setting up revenue types.

Sales amount

• The total value (revenue) of a project, quote, or invoice. This term is often used interchangeably with 'revenue' or 'project value'.

Sales Rate

• The external billing rate per hour for a Resource (employee or contractor) or Job Role. This rate is used to calculate the amount billed to a client on a Time and Materials (T&M) project.

Sales Tax

• A tax applied to the sale of goods or services, which is added to an Invoice. VOGSY can be configured to handle various tax types and rates, such as VAT (Value Added Tax) or GST (Goods and Services Tax). Read more more about sales tax.

Subscription

• An invoice method, where a client pays a recurring amount (e.g., monthly, quarterly, yearly) for ongoing services. VOGSY can be set to generate these recurring invoices automatically.

Time and Materials (T&M)

• An Invoice Method where the client is billed for the actual hours worked by Resources, multiplied by their specific bill rates.

Approved Timesheet

• A submitted timesheet that has been reviewed and approved by a project manager. Approved time entries become ready to be invoiced (if billable).

Draft Timesheet

• A Timesheet that is currently being filled out by a Resource but has not yet been submitted for approval.

Leave

• Approved time off for a resource, such as vacation or sick leave. Leave is tracked in VOGSY, removes the resource from the available capacity, and can be deducted from their leave budget. Read more about leave tracking.

Leave Budget

• The total amount of paid time off (e.g., in hours or days) allocated to an Employee for a specific period (usually a year).

Leave Request

• A formal request submitted by an employee to take leave. This request is routed to their manager for approval before being added to the schedule.

Leave taken

• The total amount of approved leave an employee has already used within a given period.

Line manager (approval leave request)

• The specific manager responsible for approving or rejecting an employee's leave requests and timesheets.

Overtime

• Time worked by a Resource that exceeds their standard contracted hours (their working hours). This time can be categorized and handled in different ways, such as paid out or converted to TOIL. Read more about overtime in VOGSY.

Overtime categories

• Categories used to classify overtime hours (e.g., "Weekday Overtime," "Weekend Overtime"). Each category can have different rules for payout or Time for time conversion.

Pending leave

• A leave request that has been submitted by a resource but has not yet been approved or rejected by their line manager.

Planned leave

• Approved Leave that is scheduled to happen in the future. This time is blocked off in the Planning, showing the Resource as unavailable.

Submitted Timesheet

• A Timesheet that a Resource has completed and sent to their manager for approval. It is locked from further editing by the resource.

Time Entry

• A single record of time spent by a Resource. It includes the date, duration, Project, Activity, and often a note describing the work. Read more about time entries.

Time for time (TOIL)

• Also known as Time Off In Lieu (TOIL). A policy where overtime hours are not paid out but are instead converted into leave hours that the resource can take as time off later.

Timer (in timesheets)

• A built-in stopwatch feature that allows a Resource to actively track the time they are spending on a Task or Activity in real-time, which can then be converted into a Time Entry.

Timesheet

• A weekly view where resources submit their time entries for approval.

Action

• A function you can perform in VOGSY (e.g., "Approve Timesheet," "Create Invoice"). Your Permissions determine which actions you can take. Read more about VOGSY's home screen and actions.

API (Application Programming Interface)

• A technical interface that allows other software applications to connect and exchange data with VOGSY, enabling custom integrations. Read more about VOGSY's APIs.

Approver

• A user (often a manager) who has permission to approve items like Timesheets, Expenses, or Draft Invoices before they are processed.

Back Office

• The administrative section of VOGSY, typically accessible only to admins and finance managers, where you configure system settings, Roles, Ledger Accounts, and integrations. Read more about VOGSY's new back office.

Boards

• A collection of Charts and Reports dashboards created for a specific purpose or organizational unit (e.g., a 'Finance Board' or 'Project Manager Board'). Read more about boards.

Chart

• A visual representation of data (e.g., a bar chart, pie chart, or line graph) to quickly understand performance. Read more about using charts.

Data Set (BigQuery)

• VOGSY's data is structured into secure, pre-built data sets that sync with Google BigQuery. This allows you to run advanced, custom analysis and build Reports using business intelligence tools.

Department

• An internal division of your company (e.g., "Engineering," "Marketing") to which resources can be assigned for organizational and reporting purposes. Read more about departments.

Document Management System (DMS)

• VOGSY integrates with DMS platforms (like Google Drive and SharePoint) to link and organize project-related documents directly from the Project or Account page. Read more about VOGSY's connection to Microsoft 365 or Google Workspace.

Email notification

• A type of Notification sent from VOGSY to your email inbox, informing you of an event (e.g., a pending approval, a comment in a project...).

Feed

• A real-time, chronological log of activities and comments on a Project, Account, or Opportunity, similar to a social media feed. It's a key tool for team collaboration. Read more about the feed.

KPI (Key Performance Indicator)

• A critical business metric used to measure performance. VOGSY provides built-in KPIs like Utilization Rate, Project Margin, Billability, and financial KPIs. Read more about setting up financial KPIs.

Labels

• Flexible tags (e.g., "High Priority," "Product ABC") that you can add to Projects, Tasks, or Resources to categorize and filter them in lists and Reports. Read more about setting up and using labels.

Managed Integration

• A pre-built, out-of-the-box connection that VOGSY maintains to another software (e.g., Google Workspace, Salesforce, Xero, QuickBooks). Read more about VOGSY's managed integrations.

Master Table

• A central reference table in the Back Office that stores foundational data used across VOGSY (e.g., the list of Activities, Currencies, or Job Roles).

Multi-company

• A VOGSY feature that allows a single organization to manage multiple distinct legal entities or Operating Companies (OpCos)—often in different countries with different currencies—all within one VOGSY environment. Read more about the international company setup.

Notification

• An automated alert sent to you (in-app or via email) about an event that requires your attention, such as a Timesheet to approve or a Task assigned to you. VOGSY uses several types: Feed notifications, Email notifications, and Push notifications.

Permission

• A specific "right" to perform an Action in VOGSY (e.g., "View Financials," "Edit Projects"). Permissions are grouped into Roles to control user access.

Report

• A structured presentation of your VOGSY data designed to answer business questions. VOGSY includes many standard reports (e.g., Utilization, WIP) and allows for custom reports via BigQuery. In the "Using VOGSY" section of the help center, there is a complete list of all available reports.

Role

• A set of Permissions that defines a user's access and capabilities in VOGSY. Roles are designed to match business functions, such as 'Manager,' 'Project Manager,' 'Account Manager,' 'Support staff,' or 'Team Member'. Read more about managing employees in VOGSY's back office.

Snooze

• An option on notifications and items in your Feed that allows you to temporarily hide them and have them reappear in your Feed at a later, specified time.

Starred

• A feature that allows you to mark important Projects, Accounts, Opportunities, or other items as 'favorites' for quick and easy access from your main navigation.