Clients and organization

Client accounting depends on a clear business identity. App Administrator maintains the organization and its business partners, including contact details, address and eligibility note. Accounting Preparer selects that client when preparing a document. The link gives a reviewer a way to check the counterparty without relying on a familiar display name.

Organization membership also determines who can work on the document. Each team member connects a user identity with an organization, active state and role name. Keep those assignments current when an outside bookkeeper joins a freelancer’s business or when a reviewer stops handling that client’s work.

• Identify the organization. Record its name, stable code, time zone and currency. Use the same organization when linking clients, team members and accounting documents. Resolve ambiguous opening records before importing work that depends on them.
• Check client eligibility. Keep a business partner’s active state and eligibility note with its contact and address. Accounting Preparer checks the intended partner before creating client documents. App Administrator resolves duplicate or outdated client details with the business owner.
• Assign working access. Link the actual user identity to the team member and organization. Maintain administration separately from financial review. A technical membership change must not grant someone the authority to approve their own submission.

Bring the client list, organization codes and the names of people who will prepare and review work. Agree who maintains a client’s address and what the eligibility note should explain. Decide how changes will be checked when a client has similar names across separate businesses or an external bookkeeper supports multiple freelancers.

Choose a pilot organization and define the records each participant needs. Rehearse ordinary access with a preparer, reviewer and auditor before importing a larger client list. Test the same permissions through a direct record link, including linked attachments, so the visible client list is not the only boundary being checked.

A freelancer and a separate studio both work with a client called North Shore. Their bookkeeper maintains a business partner in each organization. Prepare a document for the freelancer and check that its organization and counterparty refer to the intended business. A similar contact name must not cause the studio’s client record to be selected.

Next, remove the bookkeeper’s active assignment for the studio while retaining the freelancer assignment. Rehearse access again and confirm that the bookkeeper can continue permitted work without seeing the studio’s restricted documents. Ask App Administrator to explain the membership change without changing any financial decision or historical client evidence.

The same rehearsal should cover a partner marked inactive. Resolve its eligibility before new work proceeds, while retaining the history that explains earlier documents. The administrator and preparer should agree how to handle open work associated with that partner.

• Active business partners — Find eligible clients with their organization and contact details.
• My accounting documents — Check the client context on the preparer’s assigned work.

Continue with document review and posting. Use the permissions guide and data model when mapping opening records.