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Contractor Management Glossary
Clear language for the records, requirements, work, and financial reviews involved in managing outside contractors.
Showing all 75 terms
A
- Acceptance criteria
- The specific conditions a deliverable or completed job must meet before it can be accepted.
- Access permissions
- Rules that determine which people can view, add, change, or approve particular records.
- Active contractor
- In Mezline, a contractor included in your paid subscription who counts toward your purchased contractor capacity. Add the contractor to your subscription before onboarding, Portal access, document collection, compliance work, communications, and later work.
- Additional insured
- A person or organization covered under another party's insurance policy for certain risks, subject to the policy's terms and any applicable endorsement.
- Approval chain
- The sequence of people or teams that must review a work item, expense, or invoice before it can move forward.
- Assignment
- A specific piece of work given to a contractor, usually with a location, scope, due date, and responsible contact.
- Assignment scheduling
- The process of placing an assignment on a schedule and communicating its timing, location, scope, and responsible contractor or team.
B
- Background check
- A review of permitted records or history used as part of a contractor screening process, where appropriate and authorized.
- Billable expense
- A cost connected to a job that the agreement allows to be charged to a client or reimbursed to a contractor.
- Business license
- A government authorization to operate a business in a particular place or activity when one is required.
C
- Certificate of insurance (COI)
- A document summarizing specified insurance policies and coverage information at the time it is issued. It is not the policy itself and does not change the policy's terms.
- Change order
- A documented change to an agreed scope, price, schedule, or other assignment terms.
- Client visibility
- The information a client is allowed to see about an assignment, its progress, and its supporting records.
- Completion evidence
- Photos, notes, forms, signatures, or other records submitted to show what work was completed.
- Contractor
- A person or business engaged to perform services under an agreement. The label alone does not determine a worker's legal classification.
- Contractor onboarding
- The process of collecting and reviewing the information a contractor needs to provide before taking on work. In Mezline, the contractor must be added to your subscription before onboarding begins.
- Contractor profile
- A central record of a contractor's contact details, services, locations, qualifications, and related documents.
- Credential
- A license, certification, training record, or other evidence of a person's or business's qualifications.
D
- Deliverable
- A defined output of an assignment, such as a completed repair, inspection report, or installed item.
- Document expiration
- The date after which a document, credential, or policy is no longer current for the purpose being tracked.
- Document request
- A request for a contractor to provide or update a specific file, form, or piece of information.
E
- Escalation
- The act of routing a delayed, disputed, or higher-risk issue to someone with authority to resolve it.
- Expense approval
- A review confirming that a submitted job expense is supported and allowed under the applicable agreement or policy.
F
- Field note
- A written observation made while work is being performed, often describing conditions, actions taken, or follow-up needs.
- Form 1099-NEC
- A U.S. tax form used to report certain payments for services to people or businesses not treated as employees, when reporting is required.
- Form W-9
- A U.S. tax form used to request a payee's name and taxpayer identification number for information reporting. Collecting it does not, by itself, establish worker classification.
G
- General liability insurance
- Insurance that may cover certain third-party bodily injury, property damage, or related claims, subject to the policy's terms.
- Geographic coverage
- The places where a contractor is available or authorized to perform a particular service.
H
- Hold status
- A status indicating that an assignment or record should not advance until a specified issue is resolved.
- Hourly rate
- The agreed price for one hour of work, which may vary by service, contractor, location, or work conditions.
I
- Inactive contractor
- In Mezline, a previously Active contractor whose history is retained internally in read-only form. The contractor has no Portal access or new operational activity and does not count toward your purchased contractor capacity. Reactivation requires available capacity in your subscription and uses the original record.
- Independent contractor
- A person or business that provides services independently rather than as an employee under an applicable legal test. Classification depends on the facts of the working relationship, not just the contract's wording.
- Inspection
- An examination of a site, asset, or completed job against stated requirements.
- Invoice
- A request for payment that lists the work, charges, and payment details for a transaction.
- Invoice matching
- Comparing an invoice with the related assignment, approved work, rates, and expenses before payment review.
J
- Job site
- The physical location where an assignment is performed.
- Job status
- A label showing an assignment's current stage, such as scheduled, in progress, awaiting review, or complete.
K
- Key contact
- The primary person to contact about a contractor, client, site, or assignment.
L
- License verification
- A check that a required license belongs to the appropriate person or business and is current for the relevant work.
- Location record
- A stored set of details about a client site, including its address, contacts, access instructions, and related work.
M
- Milestone
- A defined point in a job or project used to track progress or trigger a review, deliverable, or payment.
- Missing requirement
- An item needed before a contractor or assignment can proceed, such as an unprovided document or incomplete approval.
N
- Needs review
- A status or flag showing that a person must check a record before the next step.
- Nonconforming work
- Work that does not meet the agreed scope, specifications, or acceptance criteria.
O
- Onboarding checklist
- A list of information, documents, and review steps to complete before a contractor begins work.
- Open assignment
- An assignment that has not yet been completed and closed.
- Out-of-scope work
- Work requested or performed beyond what the current agreement or assignment covers.
P
- Payable
- An amount a business owes to a contractor or supplier for approved goods or services.
- Payment terms
- The agreed rules for when and how an approved invoice is due to be paid.
- Per-contractor pricing
- Subscription pricing based on the number of Active contractors your company purchases access for. Each Active contractor counts once. Deactivating a contractor allows another contractor to take their place within that quantity, while each contractor keeps a separate record. Under an annual commitment, the purchased quantity remains paid through renewal, including when unused.
- Prequalification
- A review of a contractor's capabilities and required information before they are considered for certain work.
- Proof of work
- Records that help demonstrate what was done on an assignment, such as photos, time entries, notes, or a completion form.
- Purchase order
- A document authorizing a purchase or service under specified quantities, prices, or other terms.
Q
- Qualification
- A skill, credential, experience, or other condition needed to perform a type of work.
- Quality review
- A check of completed work or its evidence against the agreed requirements before acceptance.
R
- Rate card
- A schedule of agreed prices for services, labor, travel, or other chargeable items.
- Reassignment
- Moving an assignment from one contractor or team to another while preserving its work history.
- Renewal reminder
- A prompt to update a document, credential, or agreement before it expires.
S
- Scope of work
- A description of the tasks, deliverables, boundaries, and expectations for an assignment or project.
- Service area
- The region in which a contractor offers or is assigned work.
- Service-level agreement (SLA)
- An agreement that sets measurable service expectations, such as response or completion targets.
- Site access
- The instructions or permissions needed to enter a location and perform work there.
- Subcontractor
- A person or business engaged by another contractor to perform part of that contractor's work.
T
- Taxpayer identification number (TIN)
- A number used by tax authorities to identify a person or business for tax reporting.
- Time entry
- A record of time spent on a particular job, often including the date, duration, and work performed.
- Timesheet
- A collection of time entries submitted for review, billing, or payment.
- Training record
- Documentation that a person completed a particular course, orientation, or required instruction.
U
- Unapproved expense
- A submitted cost that has not yet passed the required review or authorization.
V
- Vendor
- A person or business that supplies goods or services; in some organizations, this term also includes contractors.
- Vendor of Record (VoR)
- A service arrangement in which a provider contracts directly with an independent contractor and handles specified contracting, payment, tax, and compliance administration. Vendor of Record is included in Mezline Assurance alongside worker-classification protection and insurance. Scope, availability, and legal responsibility depend on the agreement and applicable law.
- Verification
- A check that supplied information or evidence is accurate, current, and relevant to a stated requirement.
- Version history
- A record of changes to a document or work item that helps people see what changed and when.
W
- Work request
- A request for a defined service or outcome that can be reviewed and converted into an assignment.
- Worker classification
- The determination of whether a worker is an employee or an independent contractor under applicable rules. It depends on the actual relationship and relevant legal tests.
- Workers' compensation insurance
- Insurance intended to provide benefits for covered work-related injuries or illnesses, subject to applicable law and policy terms.
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