A working glossary for small-business tech projects

A reference for the phrases, tools, and terms you’ll hear when building custom tech for non-technical teams.

Whether you're working with a contractor, a chimney sweep company, or a small legal practice, tech conversations can start to feel like alphabet soup. Here’s a glossary of terms we’ve found useful to explain — clearly, and in context — while guiding small businesses through custom software projects.

crm (customer relationship management)

A system for keeping track of your clients, prospects, communication history, and related documents. In a well-designed CRM, you shouldn’t need to “remember” who called last — it should be there when you need it.

dashboard

A visual summary of the most important information. This might include jobs scheduled, leads waiting on follow-up, or open invoices. A dashboard answers the question: What’s happening right now?

automation

When a system does something for you — like sending a reminder, logging a call, or assigning a task — without you having to manually trigger it. Good automation saves time. Bad automation confuses people.

workflow

The series of steps your team follows to complete a task. We map these out to make sure the software supports the way you actually work, not how someone thinks you should work.

mvp (minimum viable product)

The simplest version of a tool that still solves the core problem. This is often the first thing we build — not because we plan to stop there, but because we want to validate it works before we build more around it.

api (application programming interface)

A way for two software systems to talk to each other. If your CRM can send updates to your scheduling app, there’s probably an API making that happen in the background.

user testing

Giving real people early access to a tool so they can try it out and give feedback. This is how we avoid building features no one will use.

backend / frontend

The backend is what powers the system — the databases, logic, and automation. The frontend is what you see and interact with — the buttons, forms, and screens. You need both to be solid.

schema

The structure of how your data is organized. Think of it like the blueprint for a filing cabinet. The cleaner the schema, the easier it is to find what you need later.

deployment

The moment when the software goes live and becomes usable. It’s not the end of the process — it’s when the real learning begins.

sandbox

A testing environment where changes can be made without affecting the live system. It’s where we experiment, try new features, and break things on purpose.

staging

A near-final environment that mimics the live system. It’s used for final reviews, team training, and catching last-minute issues before deployment.

single source of truth

A central system where your data is the most accurate and up-to-date. This avoids the confusion of having multiple spreadsheets, forms, or apps with conflicting information.

uptime

How reliably your software stays available and online. High uptime means fewer disruptions to your workday.

version control

A system for tracking changes in the codebase over time. It allows developers to safely collaborate, roll back mistakes, and keep a clean development history.

tech debt (technical debt)

The cost of quick fixes or shortcuts that make future changes harder. We try to minimize this by planning carefully and writing code with longevity in mind.

no-code / low-code

Platforms that allow people to build workflows or features without writing traditional code. These are useful when speed and flexibility are needed, especially for internal tools.

integration

Connecting two systems so they share data automatically. For example, syncing a CRM with an invoicing tool so customer info doesn’t have to be entered twice.

data migration

Moving data from an old system to a new one. This requires careful planning to make sure nothing is lost or misaligned.

permissions

Settings that define who can view, edit, or delete information in a system. Useful for keeping sensitive data secure and workflows clean.

scalability

How well a system can grow with your business. Scalable tools won’t break or slow down when your client list or team size increases.

accessibility

The design of systems that can be used by as many people as possible, including those with disabilities. We aim to build tools that don't create barriers.

admin panel

A backend interface used by system administrators to manage users, settings, and content. Think of it as the control room for your software.

authentication

The process of verifying a user's identity. Logging in with a password or a fingerprint scan are both common examples.

cache

A temporary storage that helps systems load faster by saving frequently accessed data. When it's out of sync, it can cause confusion.

changelog

A record of updates, bug fixes, and improvements made to a system. Transparency builds trust — and a changelog helps document progress.

cross-platform

A tool or app that works on multiple operating systems or devices — like desktop, mobile, and tablet — with the same user experience.

encryption

A way of encoding data to keep it secure from unauthorized access. Especially important for protecting sensitive client information.

form validation

The process of checking input in real-time to make sure it meets certain criteria. For example, requiring an email address to be in the correct format before allowing submission.

latency

The delay between a user’s action and the system’s response. We aim for low latency so the system feels immediate and responsive.

onboarding

The experience that helps new users understand and start using a tool effectively. Good onboarding makes people feel confident, not overwhelmed.

Every industry has its own language. This glossary is a living reference — something we’ll keep evolving as our clients do. Because better conversations lead to better tools, and better tools lead to better work.