Client Accounts

A new prospective client begins as an account attached to the firm organization. The App Administrator records the client name, code, contact name, address, active state and eligibility note. The Relationship Owner then uses that account as the counterparty on an opportunity. This keeps the party in a conversation distinct from the opportunity to perform a particular engagement.

The account is the client identity, while the opportunity is the possible engagement. The administrator can keep a contact and eligibility note on the account. When another inquiry arrives, the owner can reuse the account and open a separate opportunity so prior conversations remain distinct.

• Prepare. App Administrator establishes the record and checks the links to the relevant firm, person or opportunity.
• Work. The assigned team member records the event or decision where it belongs, using the available status, date and evidence fields.
• Review. Sales Manager and Auditor inspect the record in context, including the parent opportunity and any earlier decision or exception.

The team should use one parent opportunity for one prospective engagement. Related activities, intake requests, review decisions, attachments and operation receipts refer to that parent. This makes a later handoff easier to follow: the recipient can open the opportunity and then inspect the specific record that explains the next action.

Agree which organization owns the account, who can update its eligibility note, and when an inactive account should be reactivated. Pick a real prospective engagement for the first rehearsal. Decide who may make routine corrections, who records a review result and how the team handles a returned or rejected item. Keep those decisions in the operating procedure so an owner does not have to infer them from a status label.

Also decide how the team names records and documents. A short, descriptive subject or title should identify the matter without relying on a private message thread. Confirm which organization the record belongs to before the first import, then test access with the same user accounts the team will use in daily work.

A prospective company asks the firm about a contract dispute. The administrator creates its account under the correct organization and records the contact who made the request. The owner opens the opportunity against that account. If the same company later asks about another engagement, the new opportunity can point to the existing account without replacing its earlier history.

Ask the receiving teammate to find the current state from the record itself. They should be able to identify the owner, the next decision and the history behind it. If an attachment, intake or receipt changes the interpretation, open that child record rather than summarizing it from memory. This rehearsal exposes ambiguous ownership and missing operating conventions before the team expands to more matters.

• Client account directory — Active client accounts with contact, eligibility note and firm organization.
• Open opportunity pipeline — Prospective engagements that use those accounts as counterparties.

Start with Opportunity Pipeline, then use the engagement process to rehearse accounts and opportunity. The data model shows the exact record links, and roles identifies the team members who work at each step.