Record a client's structure
List the directors, shareholders, trustees, beneficiaries, partners and members behind a client, and link them to your other clients.
- Add a person
- Set their share
- Link your clients
A client's ClientStructure lists who runs and owns it. It drives who signs, who needs AML checks and who gets distributions.
Which roles can I add?
It depends on the kind of client:
- Company: Director, Secretary, Public officer and Shareholder.
- Trust: Trustee, Appointor, Settlor, Beneficiary and Unitholder.
- Partnership: Partner.
- Super fund: Trustee and Member.
- Deceased estate: Executor and Beneficiary.
How do I add someone?
- Open the client's ClientStructure.
- Choose Add beside the role.
- Type their name, or pick one of your people from the matches.
- For an owner, fill in their Share %, Class or Units / shares.
- Set the From date if you know it, and save.
A person or company only needs a name. The ID checks on them are kept by each accountant separately.
How do I link a company or trust I also act for?
When the shareholder or trustee is another of your clients, pick it under One of your clients?. Ownership is then traced through it for AML, so you can see who really owns the business.
Adding a whole family? Set up the people first, then use Related client from the client's New menu to add each company or trust with the people filled in.
Someone stepped down. Do I remove them?
No. Edit them and set the date they Ceased. They move under Former and the history stays. Only remove someone added by mistake.
Why can't I change the structure?
Once a client looks after their own details in Billbook, they keep their structure up to date there. Every accountant they work with sees the same list.
Where's their spouse or partner?
A person's spouse or partner is on their ClientDetails, not here.
Next
A client's details, ABN and proof of identity
Keep a client's registration details current with the ABR, record how you checked their identity, and fill in what you need to lodge for them.
Run AML/CTF customer due diligence
Set up your practice's AML/CTF program, mark designated services, and complete customer due diligence before the work starts.
Contacts, people and who can see what
Keep one contact book for the firm, link each person to the clients they act for, and tidy up duplicates.
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