The Entity page

Open an Entity from Clients to reach its page. From here you move the Entity through its lifecycle, keep its details up to date, and reach its Services, folders, Jobs, invoices, documents, and forms.

What you see depends on your firm role. Colleagues who can change Entities see the edit and lifecycle controls. Fees and billing appear only for colleagues who can see fees. Only owners can terminate an Entity.

Current app label: Jobs appear as tasks on this page, for example Open tasks and Review deadline tasks.

Header and lifecycle bar

The header shows the Entity’s name, its main Contact, its Entity type, and its C-Number. The arrow returns to the client list.

When a terminated Entity’s folders are being archived, or archiving failed, an Archiving folders card appears above the lifecycle panel. See Archiving the folders.

The lifecycle bar below shows where the Entity is: Prospect, Pending Review, Active, and then Rejected or Terminated when that applies. Read Contacts and Entities for what each status means.

Lifecycle panel

The panel under the lifecycle bar changes with the Entity’s status.

Prospect

• Send proposal builds a proposal from a firm template and sends it for signature. When it is signed, the Entity moves to Pending Review. You need access to fees to send one. See Send a proposal or engagement document.
• Move manually to Pending Review skips the proposal.
• Sent proposals lists the proposals already sent and their status.
• Request a Template appears when your firm has no proposal template yet, and asks the Ziffa team for one.

Pending Review

• Engage client asks for a risk rating, which sets when the next CDD review is due. You can also prepare an Engagement letter:
  • Confirm & activate makes the Entity Active straight away.
  • Review setup or Send for signature sends the Engagement letter first. The Entity becomes Active when it is signed.
• Decline client asks for an internal reason, which is never sent to the Contact, and moves the Entity to Rejected.

Active

• The panel shows the risk rating and when the next CDD review is due.
• Update risk rating changes the rating and moves the review date.

Rejected shows the internal decline reason. Terminated shows that lifecycle changes are locked.

Business Details

The badge next to the heading shows the current status.

• Click a value to edit it in place: Legal Name, C-Number, VAT Number, PE Number, Income Tax Number, Period End, Financial Year End (not shown for individuals), and Engagement Fee (only with access to fees).
• Edit opens the full form, where you can also change the Entity type, date of incorporation, lead and referral details, billing exclusion, and notes.
• Custom fields and notes are listed after the standard fields.

Changing a date that drives deadlines, such as Period End, can move Jobs. Ziffa asks you to review those changes first. Read Entity dates and tax details for why these dates matter.

Client

• Name, Email, and Phone are the main Contact’s details.
• Contacts opens the Supporting Contacts. You can add, copy, or remove them.
• Team Members shows which colleagues are assigned to the Entity. Assign team members or View opens the list.
• Terminate closes the Entity for good. See Terminate an Entity.

Integrations

Lists the accounting organisations, such as Xero, linked to the Entity.

• Link integration connects an organisation.
• The unlink icon removes the link. Document actions that depend on that organisation stop working until you link it again.

Services & Drive

Each Service the Entity takes is listed. For each one you can:

• open View documents or View tasks for that Service;
• upload a document, or email documents to the Service’s intake address, when email intake is set up;
• open Fee breakdown to see each billing item, its quantity, price, VAT and, for deadline billing, which deadline triggers it.

A warning appears when billing is on and a Service still needs its fee lines mapped to deadlines.

The sync button creates any missing folders in your connected storage. The folder link opens the Entity’s main folder there.

Open tasks

Shows the next three Jobs by due date, with their Service, due date, assignee, and progress.

• View all tasks opens every Job for this Entity.
• Email activity opens the emails sent from this Entity’s Jobs.

Billing

Shown to colleagues who can see billing. Lists draft and outstanding invoices with their status, trigger, period or deadline, and total.

• View all invoices and Deleted bills open the invoice list for this Entity.
• When the Entity is excluded from billing, a note says new invoices are blocked.

Documents

• Upload Document adds a document for this Entity.
• Documents that need review are counted. Review all opens them so you can classify them before they are filed.
• Recently organised lists the latest filed documents and their folders.
• View all documents opens every document for the Entity.

Generated Templates

• Quick Generate creates a document from one of your firm’s templates.
• Each generated document shows its template, when it was generated, and the status of its latest action. Open PDF opens a ready document.
• View all generated opens the full list.

Forms

• Drafts lists forms that have been started but not submitted.
• Submitted lists completed forms.
• Client Forms opens every form for the Entity, where you can send new ones.

Reviewing Job changes

When a change affects Jobs, Ziffa shows a Review deadline tasks page before anything is saved. It lists each affected Entity and Job:

• Moved Jobs get a new due date.
• Created Jobs are added for occurrences that now apply.
• Removed Jobs are Jobs nobody has started that no longer apply.

Two options can appear:

• Remove the not-started tasks for the clients this deadline no longer covers. Ticked by default. Untick it to keep those Jobs as internal work; client alerts for them are switched off.
• Also remove the tasks someone has worked on. A Job someone has created, started, submitted, commented on, logged time against, or added subtasks to keeps its due date unless you tick this. Their subtasks are removed with them. A Job with an invoice is never removed, so the invoice keeps its deadline.

Confirm and save applies exactly what the page showed. If the Jobs change while the page is open, Ziffa shows the refreshed list, keeps your choices, and asks you to confirm again. Cancel returns without saving.