📘 Managing Accounts in EspoCRM¶
Overview¶
At dubas.pro, we prioritize efficient and scalable customer management. Over the years, we've developed an enhanced Account profile system within EspoCRM that helps us manage customers, business partners, and internal processes effectively.
EspoCRM’s native Account entity has been customized to meet our operational requirements while maintaining clarity, structure, and automation. This documentation provides a deep dive into how our system is set up, configured, and utilized - including custom fields, automation logic, practical business benefits, and implementation examples.
📂 Entity Scope: Who Is an Account?¶
We use the Accounts entity not only for customers but also for:
- Business Partners
- Suppliers
- Internal Contractors
If you've collaborated with dubas.pro in any way - chances are you're already an Account in our EspoCRM.
🏗️ Custom Field Enhancements¶
We've extended the standard Account entity with the following fields to centralize client intelligence.
🗂️ General Fields¶
| Field | Description |
|---|---|
| Timezone | Set during account creation or later. Shows local time using custom logic. |
| Status | Enum (Active, Inactive, Blocked, etc.). Affects access and automations. |
| Main Representative | Auto-linked Contact. Prefills related records (tasks, meetings). |
| Client ID | Random 8-digit ID generated via beforeSave hook. |
| Tax ID / REGON | Business registration identifiers for compliance and invoicing. |
| Language of Communication | Enum: Polish or English. Used to localize emails and notifications. |
| PDF from Government Registry | File uploaded during onboarding for legal verification. |
| Payment Method | Enum (Bank transfer, PayPal, Stripe, etc.). Stored as customer preference. |
| Payment Deadline | Integer (default: 7 days). Defines allowed time to settle payments. |
💡 Dynamic / Calculated Fields¶
| Field | Description |
|---|---|
| Income (Current Year) | Total revenue linked to the account for the current fiscal year. |
| Total Income | All-time income from the account. |
| Balance | Total outstanding invoice amount. |
| Overdue Balance | Amount past due date. |
| % of Overdue Invoices | Calculated ratio of overdue invoices to total balance. |
These fields are read-only and auto-updated via scheduled jobs or custom services.
🔗 Relationship Panels & Tabs¶
| Tab / Panel | Contents & Purpose |
|---|---|
| Contacts / Portal Users | Standard EspoCRM relationship for primary and secondary contacts. |
| Documents, Cases | Default tabs showing all related documentation and client cases. |
| Licenses | Shows licensed products or services. Custom relationship to License entity. |
| Tickets | Displays support tickets; defaults to open tickets for visibility. |
| Finances | Aggregates financial data: Expenses, Subscriptions, Opportunities, Charges, etc. |
| Time Tracker | Lists all time entries connected through projects, tasks, or support sessions. |
| Contracts & Correspondence | Tracks legal agreements, registered letters, and key communication history. |
🤖 Automations & Workflow Enhancements¶
We use EspoCRM’s BPM engine, formula fields, and custom hooks to build robust automations around Accounts.
Examples¶
Credit Control Logic¶
For customers with high overdue balances:
- Payment terms switch from post-paid to pre-paid.
- Future projects or services are flagged until the balance is cleared.
Language-Based Notifications¶
Emails, task descriptions, and portal messages are automatically localized. Templates use placeholders and translation keys depending on language field.
🛠️ Implementation Benefits¶
Our custom Account management system has brought tangible benefits:
- ✅ Unified Data: All client-related data is centralized and accessible in one place.
- ✅ Reduced Errors: Automated calculations and validations reduce human error.
- ✅ Faster Support: Support agents can instantly assess account state, licenses, and open tickets.
- ✅ Improved Compliance: Government documents and legal contracts are archived per account.
- ✅ Localized Communication: Clear language distinction ensures smoother international collaboration.
- ✅ Credit Control: Automations prevent risky financial behaviors proactively.
🧭 Conclusion¶
Our custom approach to Account management in EspoCRM not only simplifies customer handling but also creates a strong backbone for operational, financial, and support processes.
By combining native features with advanced customizations, automations, and thoughtful UX, we've turned Accounts into a central business intelligence node in our CRM ecosystem.