The master file for this account — one copy, kept current by both sides across every project we run together. It is not filled in again per project. When a contact changes, a rate moves, an access is granted or revoked, or a contract is signed, it is recorded here so nobody has to search an inbox for it later.
Mark the one contact who gives final sign-off. Where several people comment, their feedback should reach us already reconciled by that person.
Billing Entity & Invoicing
Legal / invoicing entity name:
Registered billing address:
Tax / VAT / company registration number:
Accounts payable contact and email:
Invoicing portal or system used:
Purchase-order process — who raises it, how long it takes, what must be quoted on the invoice:
Where the working materials live and who owns each one. Never record passwords here — record the owner to ask.
| | | |
|---|
Brand assets / shared drive | | | |
| | | |
Code repository / hosting | | | |
| | | |
| | | |
Day-to-day messaging channel:
Time zone and usual meeting window:
Current rate in force since:
Retainer & Contract References
Retainer term and renewal date:
Signed agreements on file — title, date, and where the executed copy is stored:
Standing Preferences & Do-Not-Do
Things that hold across every project — tone, formats, review rhythm, house rules — and the things that have been ruled out. Save re-learning them each time.
Dated entries as the account changes — a contact leaving, a rate agreed, access granted or revoked, a decision that will matter in six months. Newest at the top.
Keep this record current — every project on this account starts from it.