Build the record around the relationship
Start with the organisation, its contacts and the people responsible for the account. Add useful context such as service interests, agreed next steps and the documents colleagues need to find. Notes should explain a decision or commitment, not simply record that a call happened. When a lead becomes a customer, review the record rather than creating a second, disconnected version. A consistent naming convention and a clear record owner make the database easier to maintain as the team grows.
Make updates useful to the next person
A shared database works best when people know what belongs there. Agree which fields are required, who can edit commercial details and when an account needs review. Keep personal information proportionate to the work, and avoid putting credentials or unrelated sensitive details in free-text notes. A practical first rollout might connect sales and account management, then add projects, billing or support once the common customer record is dependable.