Managing Accounts
Organize companies, households, and other organizations in Coherence
Accounts: 1 pages
The Accounts module tracks the companies, households, and other organizations your team works with. Link people and tasks to an account for a complete view of the relationship.
The Accounts Module
The built-in Accounts module comes with these fields:
| Field | Type | Notes |
|---|---|---|
| Account ID | Autonumber | Assigned automatically |
| Account Name | Text | Required. The primary field |
| Type | Select | Required. Defaults to Business |
| Business Category | Select | Legal structure |
| Industry | Select | Business sector |
| Stage | Select | Relationship stage. Defaults to Prospect |
| Main email address | ||
| Website | Text | Company website |
| Phone | Phone | Main phone number |
| Employee Count | Number | |
| Annual Revenue | Currency | |
| Address | Address | |
| Notes | Rich Text | General notes and context |
Add fields specific to your business, such as contract value, renewal date, territory, or an account owner. See Configuring Fields.
Type, Stage, and Categories
Type
| Type | Use for |
|---|---|
| Business | Companies and organizations |
| Household | Families or shared households |
| Individual | A single person you treat as an account |
Stage
| Stage | Meaning |
|---|---|
| Prospect | Not yet a customer |
| Active | Ongoing relationship |
| Expansion | Growing the relationship |
| Inactive | No longer active |
Business Category and Industry
- Business Category: Corporation, LLC, Partnership, Non-profit, Government, Sole Proprietor
- Industry: SaaS, Manufacturing, Logistics, Financial Services, Research, Healthcare, Education, Retail, Other
Customizing These Fields
- Click Modules in the sidebar to open the Module catalog, then open Accounts
- On the Fields tab, click the edit (pencil) button on the Type, Stage, Business Category, or Industry field
- Add your own options (e.g., "Enterprise", "SMB", "Agency"), then click Save changes
Account Record Layout
The account page shows Account ID, Account Name, Type, and Stage in its header, with the other fields alongside.
Timeline and Calendar
The Timeline and Calendar tabs show communication and meetings linked to the account.
People Tab
Lists everyone whose Account field points to this account. You can add a new person from the tab.
Tasks Tab
Lists tasks whose Related Account is this account. You can add a new task from the tab.
Invoicing Tab
On Pro and Team, teammates with invoice access can open an account's Invoicing tab to search related invoices, see balances, and open invoice details. Teammates with draft permission can select New invoice to start a draft with that account already selected.
The customer relationship links to the CRM Account. An invoice can also reference a deal or project for context. Billing details are saved on the invoice, so changes to the account do not rewrite an issued document.
See Invoicing Overview for setup, payment options, and permissions.
Creating Accounts
From the Accounts Module
- Open Accounts
- Click New record
- Enter the Account Name and choose a Type
- Save
From Import
- Open Accounts
- Click Import in the toolbar
- Upload your CSV or Excel file, map columns to fields, and choose how to handle duplicates
See Importing People for the import steps, which work the same way for accounts.
Built-in View
The All Accounts view lists accounts alphabetically by name, with these filters:
| Filter | Shows |
|---|---|
| Businesses | Type is Business |
| Households | Type is Household |
| Active Accounts | Stage is Prospect, Active, or Expansion |
Use Filters in the toolbar to build your own, for example Type is Business and Industry is SaaS. See Views & Layouts for other layouts.
Best Practices
Maintain Data Quality
- Standardize naming conventions
- Resolve duplicate accounts (see Duplicate Management for the tools that exist)
- Keep email addresses and websites accurate
Link Everything
Connect related records:
- People working at the account (their Account field)
- Tasks and follow-ups (the task's Related Account field)
Review Regularly
- Review account stages quarterly
- Update stale information
- Move accounts you no longer work with to Inactive
Related: Managing People | Managing Tasks | Import Guide