Music Store Management Platform

Domain Design: Accounts & Customers



# 1. Overview

The Accounts & Customers domain is the foundational entity model for the platform. All billing, lessons, rentals, repairs, and sales link back to an Account. This domain handles the distinction between the billing entity (Account) and the individual people (Students/Contacts) associated with it.



# 2. Core Concepts

## 2.1 Account

An Account is the billing entity. It holds the Stripe customer reference and payment preferences. An account may represent a single adult customer, a parent/guardian paying for children, or a business customer.

- One Stripe customer ID per account

- Holds billing preferences (consolidated vs split)

- Has one or more associated members

- All invoices and statements roll up to the account level



## 2.2 Member

A Member is an individual person associated with an account — adults, children, or anyone who takes lessons, rents instruments, or needs to be tracked under the account. Multiple members per account supports family billing (e.g. two parents and three children all on one account). For a single adult managing their own billing, the account holder and member are the same person.

- Linked to account for billing

- Has their own lesson enrollments, rental history, and repair history

- Multiple members per account (family billing — any mix of adults and minors)

- `is_minor` flag derived from `date_of_birth` — controls whether parent/guardian consent and portal access rules apply

- Each member can have their own email and phone — useful for adult members receiving their own notifications



# 3. Database Schema

## 3.1 account

Column

Type

Notes

id

uuid PK

Primary key

company_id

uuid FK

Tenant scoping — identifies which company owns this record

account_number

varchar

Auto-generated 6-digit random number, unique per company. Human-readable account ID.

name

varchar

Account/business name

email

varchar

Primary contact email

phone

varchar

Primary phone

address

jsonb

Street, city, state, zip


billing_mode

enum

consolidated | split

primary_member_id

uuid FK

Nullable — references the primary contact member on this account. Auto-set when first member is added.

is_active

boolean

Default true — soft delete flag. Financial history must be retained.

notes

text

Internal staff notes

legacy_id

varchar

AIM original customer ID

legacy_source

varchar

'aim' for migrated records

migrated_at

timestamptz

When record was imported

tax_exempt_status

enum

none | pending | approved — default "none"

tax_exempt_certificate_number

varchar

State resale certificate or exemption number

tax_exempt_certificate_expiry

date

Nullable — expiration date of certificate

tax_exempt_approved_by

uuid FK

Employee who verified and approved exemption

tax_exempt_approved_at

timestamptz

When exemption was verified

created_at

timestamptz

Record creation timestamp

updated_at

timestamptz

Last update timestamp



## 3.2 member

Column

Type

Notes

id

uuid PK

Primary key

account_id

uuid FK

Billing account

company_id

uuid FK

Tenant scoping — identifies which company owns this record

member_number

varchar

Auto-generated 6-digit random number, unique per company. Human-readable member ID.

profile_image_file_id

uuid FK

Nullable — references file.id. Profile photo for the member. Uploaded via the file storage API with entity_type = member, category = profile.

first_name

varchar



last_name

varchar



date_of_birth

date

Optional — used to derive is_minor if set

is_minor

boolean

Default false. Auto-derived from date_of_birth if provided, but can be set manually (e.g. parent declines to give DOB). Manual flag takes precedence over DOB calculation.

email

varchar

Member's own email — each adult can have their own

phone

varchar

Member's contact number

notes

text

Staff notes

legacy_id

varchar

AIM original ID

created_at

timestamptz

updated_at

timestamptz





## 3.3 member_identifier

Identity documents associated with a member. Supports multiple IDs per member (driver's license, passport, school ID). Images stored as base64 in Postgres for simplified backup/restore.

Column | Type | Notes
id | uuid PK |
member_id | uuid FK | References member
company_id | uuid FK | Tenant scoping
type | varchar | Constrained: drivers_license, passport, school_id
label | varchar | Optional display label
value | varchar | The ID number
issuing_authority | varchar | e.g. "State of Texas", "US Dept of State"
issued_date | date |
expires_at | date |
image_front | text | Base64-encoded front image
image_back | text | Base64-encoded back image
notes | text |
is_primary | boolean | Default false — which ID to display by default
created_at | timestamptz |
updated_at | timestamptz |



## 3.4 account_processor_link

Links an account to a payment processor's customer record. This is processor-agnostic — supports Stripe, Global Payments, or any future processor. Replaces the previous `stripe_customer_id` column that was directly on the account table.

Column

Type

Notes

id

uuid PK



account_id

uuid FK



company_id

uuid FK

Tenant scoping

processor

enum

stripe | global_payments

processor_customer_id

varchar

The processor's customer ID (e.g. cus_xxx for Stripe, GP customer token for Global Payments)

is_active

boolean

Allows deactivating without deleting

created_at

timestamptz



An account may have links to multiple processors simultaneously — this is expected during migration from one processor to another (e.g. AIM legacy → Stripe transition).

## 3.5 account_payment_method

Tracks payment methods on file. Card data lives in the processor — this table only stores references for display and selection.

Column

Type

Notes

id

uuid PK



account_id

uuid FK



company_id

uuid FK

Tenant scoping

processor

enum

stripe | global_payments

processor_payment_method_id

varchar

Processor's payment method reference (pm_xxx for Stripe, token for GP)

card_brand

varchar

visa, mastercard, etc.

last_four

char(4)

Display only

exp_month

integer



exp_year

integer



is_default

boolean

Default payment method for account

requires_update

boolean

True if migrated from legacy processor and needs re-entry

created_at

timestamptz





## 3.6 tax_exemption

Tax exemptions are tracked in a separate table (not on account) for audit history. An account can have multiple exemption records over time (expired, revoked, renewed).

Column | Type | Notes
id | uuid PK |
account_id | uuid FK |
company_id | uuid FK | Tenant scoping
status | enum | none, pending, approved
certificate_number | varchar | Required
certificate_type | varchar | e.g. "resale", "nonprofit"
issuing_state | varchar(2) | State abbreviation
expires_at | date |
approved_by | uuid | Employee who verified
approved_at | timestamptz |
revoked_by | uuid |
revoked_at | timestamptz |
revoked_reason | text |
notes | text |
created_at | timestamptz |
updated_at | timestamptz |

Action endpoints: POST /tax-exemptions/:id/approve, POST /tax-exemptions/:id/revoke (requires reason).



# 4. Business Rules

- Every member must belong to exactly one account

- An account must have at least one member (can be the account holder themselves)

- Billing always targets the account, never the member directly

- An account can have multiple payment methods but only one default

- Consolidated billing: all active subscriptions on one account roll to one Stripe customer

- Split billing: each enrollment/rental can have its own billing date and subscription

- Account deletion is soft-delete only — financial history must be retained

- Duplicate account detection on email and phone during creation

- Account numbers auto-generated as 6-digit random numbers, unique per company

- Member numbers auto-generated as 6-digit random numbers, unique per company

- First member added to an account is auto-set as primary_member_id

- Members can be moved between accounts via POST /members/:id/move (optional accountId — creates new account if omitted)

- isMinor on member: explicit flag takes precedence, else derived from date_of_birth, else defaults to false

- Tax exemptions tracked in separate tax_exemption table for audit history — not on account directly

- Tax-exempt accounts must have a valid certificate number and expiry date before status can be set to "approved"

- Expired tax exemption certificates revert to "pending" — staff prompted to collect updated certificate

- Tax exemption status changes logged with who approved/revoked, when, and reason



# 5. Key Workflows

## 5.1 New Account Creation (Walk-in)

- Staff searches by name/phone/email to check for existing account

- If none found, creates new account with contact details

- Adds member record(s) — could be same person, spouse, or children

- Optionally captures payment method via Stripe Elements

- Stripe customer created in background, ID stored on account



## 5.2 Account Lookup at POS

- Search by account number, name, phone, or email

- Returns account summary: members, active rentals, active lessons, balance

- Staff selects account to attach transaction



## 5.3 AIM Migration

- AIM customer records imported with legacy_id and legacy_source='aim'

- Duplicate detection run before import — staff reviews conflicts

- Payment methods flagged requires_update=true until customer re-enters card in Stripe