Business Digital Accounts Guide

What are Business Digital Accounts?

Business digital accounts are online services, platforms, and portals used in the operation of your business. These include cloud infrastructure providers, SaaS subscriptions, code repositories, payment processors, government portals, and other digital services tied to your business. Tracking these accounts ensures that your executors and successors can maintain business continuity and manage ongoing subscriptions after your death.

Key Terminology

Understanding these terms will help you manage your business digital account records effectively.

How to Add a Business Digital Account

Recording your business digital accounts ensures they are included in your estate plan and can be properly managed by your executors.

1. Go to Asset Management → Business Asset Tracker → Digital Assets
2. Click "Add digital account"
3. Select the business entity that owns this account
4. Enter the account name and select the account type
5. Add the service provider (e.g. AWS, Stripe, GitHub)
6. Enter subscription cost and billing cycle if applicable
7. Add renewal date and transfer details
8. Upload supporting documents (access instructions, account documentation)
9. Save the record to your portfolio

Subscription Tracking

Keeping track of subscription costs and billing cycles is essential for business continuity planning. Your executors will need this information to manage ongoing expenses.

• Record the subscription cost and currency for each account
• Note the billing cycle (monthly, quarterly, annually)
• Track renewal dates to prevent service lapses
• Document which accounts are business-critical vs optional
• Note the payment method associated with each subscription

Access & Security

Ensuring your executors can access your business digital accounts is critical for business continuity. Record access details securely to facilitate a smooth transition.

• Note whether multi-factor authentication is enabled on the account
• Record the location of credentials (password manager, safe, solicitor)
• Identify admin users and backup administrators for shared accounts
• Document API keys or service tokens that other systems depend on
• Check if the provider has a deceased account holder process

Business Digital Accounts & Your Will

Digital accounts have unique characteristics that affect how they are managed after your death. Understanding these factors helps your executors maintain business operations and protect valuable digital assets.

• Many SaaS services have terms of service that restrict account transfer upon death
• Cloud-hosted data may be subject to deletion if accounts lapse
• Government portals typically require formal authority transfer through legal processes
• Code repositories and proprietary data may be the most valuable digital assets
• Payment processor accounts may hold funds that need to be withdrawn

Where should I record digital accounts vs other business assets?

Use Business Digital Accounts for SaaS subscriptions, cloud services, code repositories, government portals, and payment processors. Use Business Ownership for company shares and partnership interests. Use Business Financial Accounts for bank accounts and investment holdings tied to a business entity. Use Business Intellectual Property for patents, trademarks, and copyrights.

What if my account type isn’t listed?

The system supports a wide range of digital account types across multiple jurisdictions. If your specific type isn’t available, select the closest equivalent and describe the details in the notes field. Country-specific account types (such as government portals) are shown when you select the relevant country.

Should I link digital accounts to a business entity?

Yes. Linking a digital account to a business entity is required. This ensures your digital accounts are properly associated with the correct business and helps your executors understand which services belong to which business. You must first create the business under Business Entities before adding digital accounts.

How do I handle accounts with no transfer option?

Some digital services do not allow account transfers. In these cases, record the account details and note that a new account may need to be created by your successors. Document any data export options available so that important information can be preserved before the account is closed.