Account Management Best Practices
Account Setup
Minimum Roles:
- Always assign at least TWO OWNER roles (redundancy)
- Assign BILLING role to finance team
- Use RECRUITER for hiring managers
- Use VIEWER for auditors/observers
Billing Configuration:
- Use dedicated billing email (not personal)
- Example: `billing@company.com` instead of `john.doe@company.com`
- Keep billing address current (invoice delivery)
- Link QuickBooks early (avoid manual invoice matching)
Member Management
Role Assignment:
- Start with VIEWER, promote as needed (least privilege)
- Require approval for OWNER role assignments
- Review member roles quarterly
- Remove members promptly when employees leave
Invitation Workflow:
- Send invitation email before adding member
- Confirm user accepted before granting access
- Track invitation acceptance in member notes
Status Transitions
Suspension:
- Document suspension reason clearly
- Set calendar reminder for reactivation review
- Notify customer before suspension (grace period)
- Resume billing immediately on reactivation
Archiving:
- Export all account data before archiving
- Confirm with customer before archiving
- Document archive reason (compliance)
- Retain historical data per retention policy
QuickBooks Sync
Initial Setup:
- Test QuickBooks connection before production
- Verify customer ID format matches QuickBooks
- Enable webhook notifications for sync errors
- Monitor sync logs for failures
Ongoing Maintenance:
- Reconcile accounts quarterly (Sampo vs QuickBooks)
- Fix sync errors within 24 hours
- Update billing address in both systems
- Archive QuickBooks customers when Sampo account archived