Glossary

The tabs in your spreadsheet

Tabs with an emoji at the front are yours to work in. Tabs starting with ⚙️ are working tabs that Water LLM owns — look at them, but don’t type in them. Several are hidden by default; right-click any tab and choose Show all tabs to see them.

Tab	What it holds	Yours?
📊 Dashboard	The summary view. Every cell is a reference to a figure worked out elsewhere.	Read only
👋 CRM	One row per person. The centre of everything.	Yours
💰 Invoices	One row per invoice, including line items and expenses.	Yours
📅 Clients	One row per engagement — hours, dates, status, flags.	Yours
📈 Biz Dev	One row per deal, with its stage history.	Yours
💰 FX Ledger	Foreign-currency gains and losses, kept apart from revenue.	Read only
📅 Bookings	Requests that came in through your public booking page.	Read only
ℹ️ LI Contacts	LinkedIn connections that couldn’t be matched to a CRM row yet.	Review queue
✅ Onboarding	Your setup checklist.	Yours
⚙️Settings	Your revenue goals, pipeline stage names, work types and the labels for your eight custom fields.	Yours to edit
⚙️Status	What ran last night, when, how long it took, and anything that failed.	Read only
⚙️Calc / ⚙️Staging	The working tabs behind the dashboard.	Read only
⚠️ Error Log	Detail on anything that went wrong, for support.	Read only
🤖 Chat Audit	A record of every change the Chat Assistant made on your behalf.	Read only
Deleted Contacts	Contacts removed from the CRM, kept so a deletion can be undone.	Read only
LinkedIn / Messages / Contact Index / Email Cache 1–3 / Sync / Dropdowns / Workflow State	Staging and lookup tabs the add-on uses while it works.	Read only

On every data tab, headings are on row 3

Row 1 and row 2 are titles and spacing; row 3 is the heading row; your data starts at row 4. Water LLM finds every column by its heading, never by its position — so you can reorder columns, hide them and add your own freely. What you must not do is rename a heading it owns, because that is the only thing it has to go on.

People and records

Term	What it means
Contact ID	The identifier Google Contacts gives a person. It is how Water LLM knows which row is which — not the row number, and not the name. This is why you can sort the CRM, rename someone after a marriage, or insert rows in the middle, and nothing lands on the wrong person. Don’t edit or copy it between rows.
Client ID / Lead ID	Sequential identifiers on 📅 Clients (`C-1001`) and 📈 Biz Dev (`L-1001`). Their own numbering; nothing to do with the Contact ID, which is what actually joins a client or a deal back to a person.
Status	Your label for what a CRM contact is — prospect, client, past client, friend, whatever you choose. Water LLM never sets it; several features filter on it, so it is worth keeping tidy.
User-defined fields	Eight columns that are yours to name. Set the labels in ⚙️Settings row 3, and list dropdown options underneath. They sync to Google Contacts like everything else. Renaming a label after you have data in it strands the old values, so name them before you fill them.
Google Doc Notes	A Google Doc of its own, per person, linked from a column on the CRM, Clients, Biz Dev and Invoices tabs. This is where longer notes live — meeting notes, weekly recaps, anything that outgrows a cell. Entries are always added; nothing already in the Doc is rewritten.
Notes (the column)	The short free-text note on the CRM row. It syncs to the Notes field on the Google Contacts card, which means it is visible anywhere that card is — including a phone. Keep anything sensitive in the Google Doc Notes instead.
Don’t Merge With	Your override on duplicate detection. Two people who genuinely share a name or an address get listed here once and stop being suggested as duplicates.
Deleted Contacts	Deleting a CRM row moves it here rather than destroying it, and validates the deletion against Google Contacts before anything is removed there.

Contact, timing and who owes whom

Water LLM deliberately keeps “when did they last reach out” and “when did I last reach out” as two separate facts. A single last-contact date can’t tell the difference between someone ignoring you and you ignoring someone, and those need opposite responses.

Column	What it means
Last Contact From Them	The most recent inbound touch: an email they sent you, a LinkedIn message they sent, or a meeting you both attended. Meetings count as inbound on purpose — they showed up.
Last Contacted By Me	The most recent outbound touch: an email or LinkedIn message you sent.
Last Contact Method	Which single source was most recent overall — so you know whether the last thing that happened was an email, a message or a meeting.
Days Since They Engaged	Days since Last Contact From Them. A sheet formula, so it is always current — it doesn’t wait for an overnight run.
First Connected	The earliest of: connected on LinkedIn, first email, first meeting. When the relationship started.
Last Meeting / Next Meeting	The most recent and next scheduled calendar event with that person as a guest.
Email 1–4	Up to four addresses per person, each with its own first / last sent and received dates. Someone who writes from a work address and a personal one is one relationship with two threads, and the CRM keeps them apart.

What these dates can’t see

Only Gmail, Google Calendar and imported LinkedIn messages feed these columns. A call, a text, a WhatsApp message or a Zoom chat leaves no trace, so a contact can read as “quiet for 90 days” when you spoke to them yesterday. Log it as a Quick Note if it matters.

Health Score

A score out of 100 on every CRM row, recalculated nightly. It is a prompt to look, not a verdict — a dormant contact you are content to leave dormant will score low, and that is fine.

Part	Default weight	What it rewards
Recency	30	How recently you were in touch. Full marks in the first fortnight, tapering to nothing at around six months.
Next meeting	25	Whether anything is actually in the diary.
Completeness	20	How much of the record is filled in — email, phone, company, title, website, notes, birthday, address.
Channel mix	25	How many different ways the relationship runs — email, meetings, LinkedIn — over the last 90 days.

Band	Default range	Read it as
Thriving	90–100	Active, booked, multi-channel.
Healthy	70–89	In good shape. Nothing to do.
Needs Attention	50–69	Slipping. A note would help.
At Risk	30–49	Going quiet. Worth a deliberate reach-out.
Critical	1–29	Effectively dormant.
Not Started	0	You have never been in touch. Grey, not red — this isn’t a relationship that has gone wrong.

Every weight, the recency curve and all five cut-offs are yours to change in Configure Hub › Health Score, which previews the effect as you move them. Change them once and the dashboard, the sidebar and the emails all follow.

Client flags

The Flags column on 📅 Clients is a comma-separated list, set nightly. A row can carry several at once — they describe different problems. None of them is a number in disguise: the thresholds are yours, so the flag names stay true whatever you set them to.

Flag	Fires when	Default
Ghosting	They wrote to you last, you replied, and it has been quiet since — with nothing booked. Deliberately does not fire when the last word was theirs; that isn’t them ghosting you. This one flag is what the Dashboard counts and what the Task Manager lists as Ghosting Clients.	90 days for clients (Thresholds › Quiet client — the same number as the Task Manager’s ghosting days), 30 for leads
Follow-Up Due	They emailed or sent a LinkedIn message after you last wrote to them, and it has sat unanswered. Meetings don’t count — a session isn’t something you owe a reply to — and it stays quiet if you’re meeting them in the next week. The flag says how long ago they wrote, e.g. Follow-Up Due (they wrote 3 days ago).	2 working days
Never Engaged	You have reached out and they never have. Different from ghosting: nothing has gone quiet, because nothing started.	—
No Future Meeting	An active client with nothing on the books, however recently you spoke.	—
No Recent Activity	No meeting time logged in the recent window, despite the engagement having started. The Task Manager lists these as Re-Engage Clients, unless a meeting is already booked.	30 days
No Sessions Logged	The engagement started and no session has ever been counted.	14 days after start
End Date Approaching	The engagement’s end date is close.	within 30 days
Past End Date	The end date has gone by and the status is still active.	—
Hours At Risk	Contracted hours are nearly used up.	5 h or fewer left
Renewal Required	Hours are all but gone — this is the renewal conversation, not a warning.	2 h or fewer left

All the defaults above live in one place: Configure Hub › When to Flag Things (the client ones are also in Configure Hub › Client Tracker — same numbers, change them in either place). The same numbers drive the dashboard counts, the task list and the daily email, so there is nothing to keep in step by hand.

Clients and hours

Term	What it means
Client Status	Onboarding (won, not started), Active (delivering), Paused, Finished. The dashboard’s headline figures count Active only; the weekly recap covers Active and Onboarding, because onboarding is when correspondence is heaviest.
Hours Contracted	What you agreed to deliver. You type this; nothing guesses it, because it feeds invoice totals.
Total Meeting Time	Hours counted from your calendar for that person, within the engagement’s dates.
Hours (Manual)	Time that never appeared in a calendar — reading, prep, an unscheduled call. Added to the total.
Hours Left	Contracted minus everything counted.
Time Spent / 30 Days	Hours in the last 30 days. This is what “No Recent Activity” watches.
Lifetime Value	Everything you have ever invoiced that client.
Sponsor Name / Sponsor Email Address	Someone inside the client’s company who pays for or oversees the work — usually HR or their manager. They get their own weekly recap, built only from correspondence you had with them, so nothing about the sessions can leak into it, and one monthly hours roll-up covering everyone they sponsor.
Referral Name / Referral Email Address	Someone outside the client’s company, like a friend, who sent you the work. Never emailed automatically; Client Wrap-up can optionally draft them a thank-you for you to send.
Prep Work	On a company row (Email set to `@domain`): your solo time blocked for that company, kept separate from delivery hours.
Finished On	The date a client was marked Finished. Client Wrap-up counts its days from here.
Goals & success measures	What a client is working toward and how you’ll both know it worked. Kept at the top of their notes doc.
SOW	A link to the statement of work document for that engagement.
Individual / Group and # in Group	Whether the sessions are one-to-one or a group, and how many people. Used by the coaching-hours module.

Pipeline

Term	What it means
Stage	Where a deal has got to. You define the names yourself in ⚙️Settings, column K, rows 4 to 14.
Stage slot	There are eleven slots, and each one keeps its own history. Slot 1 is K4, slot 11 is K14. Blank rows in between are simply unused slots — fill them from the top.
Close-out stages	The last two slots, K13 and K14, are special: the positive close first, then the negative. Everything else counts as open pipeline. Winning a deal offers to create a client or an invoice from it.
Stage 1–11 dates	When the deal entered each stage. Move a deal backwards and the later dates are cleared, so these are a high-water mark rather than a full audit trail.
Total Days In Stage	How long the deal has sat where it is.
Est. Value	Your estimate of what the deal is worth. Everything on the pipeline side of the dashboard is built on it, so a rough number beats a blank one.
Next Step	The one thing a deal needs next, with a due date. Water LLM clears it when it sees it done and suggests another, but never sets one for you.
Lead Source	How a person first found you. Kept on the CRM row and shown on Biz Dev and Clients.
Lost Reason	Why a deal was lost, asked for when you close it as lost in the deal composer.
Stale	An open deal with no stage movement for longer than the stale threshold (default 60 days).

Renaming a stage is safe. Reordering one isn’t.

Each slot holds its own dates, so renaming “Discovery” to “Scoping” changes only the label. Inserting a stage in the middle of slots that already have deals in them shifts what every later slot means, and the dates move with the slot rather than the name. Add new stages in the first empty slot above the close-out pair.

Invoices and money

Term	What it means
Date Sent	The invoice date. Everything time-based is windowed on it, and an invoice without one is invisible to the dashboard.
Date Paid	Filling this in is what marks an invoice paid. There is no separate status to keep in step.
Total Invoiced	The invoice total, in your home currency.
Net Profit	The total after the expense columns on the same row.
Payment terms	How long a client has to pay before an invoice counts as overdue. Default 30 days; it also sets the due date printed on the invoice.
Ageing	How long an unpaid invoice has been outstanding, grouped 0–30 / 31–60 / 60+ days by default.
Line items	Up to four per invoice, each with a name, price per unit, quantity and total. The product and discount analysis is built entirely from these, grouped by the name you type — so spelling matters.
Bundle	An invoice with two or more line items.
Discount	The gap between price × quantity and what you actually charged.
FX Ledger	When you invoice in another currency, revenue is recorded at the rate on the invoice date. Whatever the rate has done by the time you are paid lands here as a gain or loss instead of quietly changing a figure you have already reported.

Automation vocabulary

Term	What it means
Job	One piece of background work with a name — “Sync to CRM”, “Daily Assistant”. Each has its own on/off switch, cadence, day and hour.
Cadence	Daily, weekly or monthly. Weekly jobs also carry a day; monthly ones carry a date.
Anchor hour	The single time you pick during setup for when the overnight work should be finished. Every job is laid out backwards from it, so moving the anchor moves the whole night and keeps the order intact. Default 7:00 AM.
Producer / consumer	Some jobs write the data other jobs read. The one that scans Gmail and Calendar runs well before anything that reports on it, which is why the order matters and why the schedule is laid out for you rather than left as eighteen free choices.
Always-on work	A few things — the subscription check, the updater, the dashboard refresh — run once a day regardless of your schedule and have no switch. They also catch up if a cycle is missed, which scheduled jobs deliberately don’t.
Overdue (on ⚙️Status)	A job that is switched on, has run before, and is now well past its cadence. It is reported, never silently re-run — running something hours late can be worse than not running it.
Not set up	A job that ships switched off because it needs something from you first — a template, a keyword list, a Gmail label. The reason is written on its ⚙️Status row.
Budget	Google limits how long a background run may take. If a cycle runs out, the remaining jobs are deferred and that is recorded on ⚙️Status rather than passed over in silence.
Draft, not send	Everything Water LLM writes on your behalf lands in your Gmail drafts. Nothing is ever sent without you pressing send. The exceptions are emails addressed to you — your briefings, recaps and booking notifications — and two optional booking-page emails to whoever books a slot: a confirmation and a 24-hour reminder, both off unless you switch them on. The calendar invitation that booker receives is sent by Google Calendar, because they were added as a guest, not by Water LLM. Detail.

AI vocabulary

Term	What it means
Gemini / Vertex AI	Google’s AI service, and the only one Water LLM uses. Nothing goes to any other AI provider. Google’s enterprise terms for Vertex AI prohibit it from using anything you send to train or improve a model. Details in Data & Privacy.
Voice & Style Guide	A document of your own writing habits, built by scanning emails you have already sent. Every drafted email is written against it, which is the difference between a draft you edit and a draft you delete.
Meeting Prep	A one-off briefing for a specific meeting: who is coming, what you last discussed, and what is worth raising.
Weekly Client Recap	A short summary of the week’s correspondence with each active client, appended to their Google Doc Notes. It abstains when there was nothing substantial to say rather than padding the Doc.
Business Briefing / Business Analysis	The Friday email looking back a week and forward a fortnight, and the monthly one that reads your figures. The monthly one is handed the same numbers the dashboard shows, so the two can’t disagree.

📖 Glossary