Words we use

2 min readUpdated 8 Sep 2026

In this article

Fifteen words, and the difference between a role and a functional role — the pair people most often confuse.

01 · What it means for you

Word	What it means here
Organization	Your company. Holds people, roles and billing.
Workspace	A separate environment inside your organization, with its own data and team.
Module	One table of records — Invoices, Suppliers, Purchase Orders.
Record	One row in a module. One invoice, one supplier.
Document	The file that arrived. A document usually produces one record, sometimes several.
Schema	The list of fields Merchaint looks for in a kind of document.
Column	One field on a module, with a type — text, number, date.
Line items	The rows inside a document: the things being charged for.
Extraction	Reading a document into fields and line items.
Matching	Pairing one record with another — an invoice with its purchase order.
Workflow	Automation: when this happens, do that.
Trigger	The thing that starts a workflow.
Connection	A link to one company in Xero or QuickBooks Online.
Pull / Push	Bringing records in from your accounting system, and sending them out.
Exception	A document that failed and needs attention.

Role — Owner, Admin, Member or Viewer. This decides what someone can do. See Roles and permissions.
Functional role — a job label like "AP Clerk" or "Devops". This decides nothing. See Departments and functional roles.

The screen says "table" but you say "module".

They are the same thing. The workflow builder says table; most of the product says module.

What is the difference between a document and a record?

The document is the file. The record is the data that came out of it, and the record is what you work with.

What is a schema for, in one sentence?

It tells Merchaint which fields to look for, so it does not have to guess for every document.

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