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Adding, modifying and Deleting Account

16 min read

Adding, Modifying & Deactivating an Account
📚

Every customer and partner relationship in KEBS follows the same lifecycle: create the account with clean foundation data, modify it as ownership and commercial terms evolve, and deactivate it when the engagement ends — all without losing historical records.

⚡ Quick Answer

The full lifecycle of an account in 3 actions:

1 Add a new account
2 Modify owner / tier / terms
3 Deactivate safely
➕

Adding an Account

Create a new customer or partner record in KEBS so every project, invoice, agreement, and stakeholder has a proper home from day one.

Every new customer or partner engagement starts with creating an account. Getting it right — the correct persona, legal entity, business unit, and owner — ensures that every downstream record (projects, invoices, timesheets) is accurately attributed from the outset.

🎯 Business Outcome

A complete, well-structured account record eliminates data gaps that cause billing errors, misattributed revenue, and reporting blind spots. Finance raises invoices on the right entity, delivery assigns the right team, and leadership tracks account health — all without chasing the Account Manager for missing info.

👤 Account Manager 🤝 Sales / Pre-Sales ⚙️ KEBS Administrator

How to create an account

  • 1
    Click the global + Create button in the top navigation bar.
  • 2
    Select Account from the dropdown menu.
  • 3
    The Create Account form opens in a side panel.
  • 4
    Fill in all required fields (marked in the reference below) and any relevant optional fields.
  • 5
    Click Save. The account is created and opens immediately in the Account detail view.
Click the global + Create button in the top navigation, then select Account from the dropdown
Click the global + Create button in the top navigation, then select Account from the dropdown.
The Create Account form showing Account Name, Persona, Legal Entity, Business Unit, Account Owner and other key fields
The Create Account form — fill in Account Name, Persona, Legal Entity, Business Unit, Account Owner, and other key fields before saving.
⚠️ Duplicate Detection: KEBS checks for existing accounts with the same name as you type. If a potential duplicate is flagged, review the existing record before saving — duplicates cause split reporting and billing confusion.
💡 Pro Tip: Set the Strategic Account Tier at creation for high-value customers. Platinum and Gold accounts are prioritised in resource allocation, QBR scheduling, and executive reviews — tagging them early ensures they appear correctly in leadership dashboards from day one.
🚨 How KEBS Compares

Unlike BigTime PSA (which treats every entity as a generic “Client”) and Kantata (where Account is a lightweight wrapper over Salesforce), KEBS bakes persona (Customer vs. Partner), legal-entity binding, and strategic-tier semantics directly into the record — so downstream workflows (invoicing, resource allocation, forecasting) don’t need custom fields or automations to behave correctly.

📋

Field Reference

Every field on the Create / Edit Account form, what it does, and whether it’s required.
Field Description
Account Name Required The full legal or trading name of the customer or partner. Appears on all invoices and reports.
Customer Code Required Unique short code for the account (e.g. NXGD). Used for project codes, invoice references, and financial identifiers.
Persona Required Customer (revenue-generating) or Partner (collaborative/reseller). Determines downstream list behavior.
Legal Entity Required Your organization’s legal entity contracted with this account (e.g. India entity, UK entity, North America entity).
Business Unit Required The internal BU or practice responsible for this account.
Account Owner Required The primary Account Manager responsible for the relationship.
Region Optional Geographic region — used for segmentation and regional reporting.
Strategic Account Tier Optional Platinum / Gold / Silver / Bronze — flags strategic priority; unlocks tier-specific workflows.
Parent Account Optional Link a subsidiary to its parent for consolidated hierarchy reporting.
External Reference ID Optional ID from an external CRM or ERP — enables cross-system reconciliation.
Industry Optional Customer’s industry vertical — used for segmentation and portfolio analysis.
Website Optional Customer’s primary website URL — surfaced on the Account Overview tab.
Annual Revenue Optional Customer’s reported annual revenue — used for segmentation and opportunity-sizing.
Employee Count Optional Rough company size indicator — feeds KAIS account-scoring model.
🤖 KAIS Gap-Fill: If you leave optional fields empty, KAIS suggests values pulled from public sources (website, LinkedIn, news signals) — you approve each suggestion before it’s saved.
✏️

Modifying an Account

Keep records current as relationships evolve — update ownership, tier, legal entity, or contact details so downstream data stays accurate.

Account records need to be updated when circumstances change: a new Account Manager takes over, the customer upgrades their strategic tier, they restructure under a new legal entity, or basic contact details change. Keeping records accurate ensures that invoices, reports, and stakeholder communications reflect reality.

🎯 Business Outcome

Accurate, up-to-date account records mean finance raises invoices to the right entity, reports reflect the correct owner, and there is no confusion about who is responsible for the relationship. Stale account data is one of the most common causes of billing disputes and reporting inaccuracies in professional services firms.

👤 Account Manager 👔 Sales Leadership ⚙️ KEBS Administrator
Option 1 — Edit from the Accounts List
Use this when you want to make a quick edit without opening the full account detail view.
  • 1
    Go to Accounts in the left navigation.
  • 2
    Find the account in the list. Hover over the row to reveal the action icons.
  • 3
    Click the pencil (edit) icon in the Actions column.
  • 4
    The Edit Account form opens in a side panel. Update the required fields.
  • 5
    Click Save.
Hover over any account row in the list to reveal the edit pencil icon in the Actions column
Hover over any account row in the list to reveal the edit (pencil) icon in the Actions column — click it to open the Edit Account form directly.
Option 2 — Edit from the Account Detail View
Use this when you are already inside an account and need to update its core information.
  • 1
    Open the Account detail view.
  • 2
    Click the ⋮ menu (three-dot menu) at the top-right of the Account Info section.
  • 3
    Select Edit account from the dropdown.
  • 4
    The Edit Account form opens. Make your changes.
  • 5
    Click Save.
Inside the Account detail view click the three-dot menu on the Account Info section and select Edit account
Inside the Account detail view, click the ⋮ menu on the Account Info section and select ‘Edit account’ to open the edit form.
📌 Ownership Transfer: Changing the Account Owner updates all notifications and assignments going forward — it does not retroactively change historical records. If transferring ownership, also update the stakeholders in the Account Team tab to reflect the new team composition.
💡 Pro Tip: When a customer is acquired, rebrands, or restructures, update the Account Name and External Reference ID at the same time. This keeps KEBS in sync with your CRM or ERP system and prevents reconciliation issues downstream.
🔒

Deactivating an Account

Remove inactive customers from your working lists without deleting historical data — keeping reports clean while preserving a full audit trail.

KEBS does not permanently delete accounts — instead, accounts are deactivated. A deactivated account is hidden from active lists and cannot be selected for new projects or invoices, but its full history (projects, invoices, agreements, notes, audit log) is preserved and remains accessible for compliance reviews.

🎯 Business Outcome

Deactivating rather than deleting ensures full historical data integrity — past revenue, project records, and agreements are never lost. Finance and leadership can still run historical reports on deactivated accounts. At the same time, the active accounts list stays clean and focused on live relationships.

👔 Sales Leadership ⚙️ KEBS Administrator

How to deactivate an account

  • 1
    Open the Account detail view for the account you want to deactivate.
  • 2
    Click the ⋮ menu at the top-right of the Account Info section.
  • 3
    Select Deactivate account from the dropdown.
  • 4
    Confirm the deactivation in the prompt that appears.
  • 5
    The account is removed from active lists immediately. Its status changes to Inactive.
Select Deactivate account from the three-dot menu to move the account to Inactive status
Select ‘Deactivate account’ from the ⋮ menu. Confirm the prompt — the account moves to Inactive status and is hidden from active lists.
⚠️ Before Deactivating: Ensure all active projects are closed or transferred, all outstanding invoices are settled or reassigned, and the Account Manager and delivery team are informed. Deactivating an account with open projects will not close those projects — they must be handled separately.
⚠️ Reactivation Not Possible: Once an account is deactivated, it cannot be reactivated. Ensure all team members are aligned and all open items (projects, invoices, agreements) are fully closed before proceeding. If in doubt, contact your KEBS Administrator first.
💡 Pro Tip: Run a quarterly review of your accounts list and deactivate any customers with no active projects, no pending invoices, and no engagement in the past 12 months. This keeps your active list meaningful and your forecast reports free from noise.
🛡️

Governance & Audit

Every create, edit, and deactivation is logged — meeting SOC 2 and GDPR data-governance expectations out of the box.

Every change to an account — field updates, ownership transfers, tier changes, deactivations — is recorded in the Audit Log tab of the account’s detail view. Each entry captures who made the change, what changed (old vs. new value), and when it happened (timestamp in UTC and user’s local time).

🎯 Business Outcome

Finance, Legal, and Compliance teams get a defensible, verifiable history of every customer record — essential for audits, regulatory reviews, and dispute resolution. No more “who changed this and when?” email trails.

  • Field-level diff: Each entry shows the old value → new value for every modified field.
  • User attribution: Every change is tied to the authenticated user (and SSO session, if Azure AD / Okta is integrated).
  • Timestamped: Precise to the second, in both UTC and user local time.
  • Immutable: Audit entries cannot be edited or deleted by any user — even Administrators.
  • Exportable: Export the log to CSV or PDF for external auditors.
📜 Compliance Note: The Account Audit Log meets SOC 2 Type II, ISO 27001, and GDPR data-lineage requirements. If your organization is subject to these standards, include the Audit Log in your annual compliance evidence package.

Frequently Asked Questions

Governance, migration, and lifecycle questions — including common moves from BigTime, Kantata, Certinia, and Rocklane.
What happens if I create a duplicate account by mistake?+
KEBS runs live duplicate detection as you type the Account Name. If a potential duplicate is flagged but you still create the record, you can merge the accounts later via Admin → Data Management → Merge Accounts. All projects, invoices, and stakeholders move to the surviving record; the duplicate is deactivated automatically.
Can I reactivate a deactivated account?+
No. Deactivation is permanent in KEBS. This is a deliberate design choice that enforces data governance — the Audit Log preserves the full history, but the account cannot be reused. If you need to re-engage a former customer, create a new account and link it to the deactivated one via the External Reference ID field.
How is ‘deactivate’ different from ‘delete’ in KEBS?+
KEBS never hard-deletes an account. Deactivation hides the record from active lists and prevents new projects, invoices, or stakeholders from being linked — but the full history (agreements, projects, invoices, audit log) is preserved indefinitely. This matches SOC 2 and GDPR data-retention best practice.
Who can edit an account’s financial fields?+
Financial fields (Payment Terms, Billing Contact, GSTIN, Account Ledger Name) are role-restricted. Only users with Finance Manager or Administrator roles can edit them. Account Managers can edit non-financial fields (Owner, Tier, Region) freely.
Does changing the Account Owner retroactively reassign projects?+
No — changing the Account Owner only updates future notifications and assignments. Existing projects keep their original PM assignments. If you need to reassign projects to the new owner, use the RMG module’s bulk-reassign action.
How do I bulk-import accounts from my old PSA (BigTime, Kantata, Certinia, Rocklane)?+
Use Admin → Data Import → Accounts. Download the CSV template, map your source columns, and upload. KEBS validates every row, flags duplicates against your existing accounts, and lets you preview results before commit. Most migrations complete in under an hour for 500+ account imports.
Tags
Create Account Edit Account Deactivate Audit Log Governance SOC 2 GDPR Data Migration BigTime migration Kantata migration Certinia migration Rocklane migration

Related Articles

The List of Accounts → Managing Your Account — Tabs Walkthrough → Account Stakeholders & Teams → Account Agreements & MSA Tracking → Account Financials & Billing → KAIS — Duplicate Detection →

Updated on May 7, 2026

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