Keep new customer accounts on hold until credit is approved

Sales has won a new customer. Operations wants to arrange the first visit. Finance is still waiting for the credit application.

Everyone is moving the account forward, but the approval process has fallen behind.

If the account is available for use before the check is complete, work can begin and materials can be committed before your business has agreed the credit terms.

Complex customer structures add another layer. A holding company, several trading businesses and multiple sites need to be recorded correctly, so your team knows which account the approval belongs to.

Build Concierge helps make the credit process part of account setup from the start. The required hold is applied while finance completes its decision.

1. Read the new customer form. Build Concierge extracts the holding company, trading company and site information supplied.
2. Match or create the account records. It builds the relationships between those records according to your agreed account structure.
3. Apply the credit hold. The relevant account and the records beneath it are placed on hold, with the reason recorded as pending credit check.
4. Raise the application for finance. A credit application job is created for your team to handle through its agreed process.
5. Apply the approval. When the approved decision is received, Build Concierge records the credit limit and lifts the hold.

If a company cannot be matched confidently, the workflow stops for your team to review it.

For example, a trading company may have several sites beneath its account. Applying the hold at that level covers the records underneath it.

That structure matters. During setup, we agree where the hold belongs and check how your job management system uses it to control work.

The scope follows your account hierarchy and system configuration.

• Credit review becomes part of opening the account.

The application is raised as part of the setup process, reducing reliance on someone remembering to pass it to finance later.

• The account structure is built consistently.

Holding companies, trading entities and sites are linked according to the relationships your business uses.

• The reason for the hold is recorded.

Your team can see that the account is awaiting a credit check.

• Approved limits are applied with less rekeying.

Once approval is received, the workflow updates the relevant record and releases the hold.

Your finance team continues to make the credit decision. Build Concierge carries out the agreed administrative steps around it.

You need:

• A new customer form containing the company and site details you require.
• A connected job management system that supports the workflow.
• An agreed account structure for holding companies, trading entities and sites.
• Clear rules for which customers require a credit hold.
• A finance owner and a defined approval process, including the evidence needed to release a hold.

We also review what an account hold actually restricts in your system. That makes the workflow’s behaviour clear to sales, operations and finance.

1. Map the records. We agree how the form should create or match company and site records.
2. Define the hold and approval. We establish where the hold is applied, who receives the application and what approved information triggers release.
3. Test the process. Your team checks account creation, the pending state, company matching and the approved release before the workflow runs live.

Start with one common customer structure, then review the more complex cases with your finance team.