| Agency | Surrogacy agency using Gather Records. |
| Surrogate | The individual whose medical records are collected for a case. |
| Case | One records-collection-and-review engagement for a single surrogate. |
| Service | A line-item product such as Gather + Summary, Gather Only, Summary Only, eScreen-10Panel Drug Test, Background Check, or Social Media Screen. |
| Bundle | Composite service that includes multiple sub-services. |
| Grace Period | Ten-day window after a failed charge before the account moves to Billing Hold. |
| Billing Hold | Agency state where new case creation is paused until payment is resolved. |
| Auto-charge | Billing preference that charges the default payment method per completed case. |
| Monthly Invoice | Billing preference that consolidates completed cases into one invoice on the 25th. |
| CC Surcharge | Three percent fee added on credit or debit card payments and waived for ACH. |
| Free Trial | Per-agency free-case limit controlled by Master Admin overrides. |