Customer Management: #2 Organize Customers to Enhance Efficiency

When Ankit started his digital services firm, things felt simple. A client would call, ask for a website or a one-time consultation, Ankit would send an invoice, get paid, and move on.

"Just one client, one invoice. Easy.", he thought.

Fast forward a year, and the business looked very different. Some clients paid one-time for projects. Some were on monthly maintenance retainers.

A few large clients had multiple teams, each raising requests and invoices separately. Some partners and resellers also required special pricing.

One afternoon, while reviewing outstanding payments, Ankit caught himself asking,

"Wait.. which invoice belongs to which team?"

"Did the head office already pay for this?"

"Why does this customer have three different records?"

That's when it hit him: onboarding customers was only the first step.

To scale smoothly, he needed a better way to organise customers rather than add them.

Zoho Billing addresses this exact challenge by helping businesses structure and segment customers in ways that match how they operate.

Organising Customers in Zoho Billing 

Once customers are onboarded, the next step is organising them effectively to support growth, improve visibility, and maintain strong customer relationships. As businesses expand, managing customer data, transactions and financial workflows can quickly become complex.

Zoho Billing simplifies this with two powerful features:

• Customer Hierarchy

• Customer Groups

These features help businesses clarify customer relationships while keeping billing operations flexible and scalable.

Customer Hierarchy 

Many businesses work with customers who operate across multiple locations, departments, or business units. In such cases, a hierarchical structure becomes essential.

Typically, a parent company oversees the financial obligations of one or more child companies.

Zoho Billing's Customer Hierarchy feature allows you to organise customers into a clear parent-child structure, providing centralised visibility and control over transactions.

In this setup:

• The parent customer represents the central organisation or head office.

• Child customers represent branches, departments or sub-entities. 

Transactions created for a child customer can be made visible to the parent customer. This ensures transparency and avoids confusion when multiple teams or locations are involved.

Additionally, Zoho Billing allows payments and credits from the parent customer to be applied to the child customer's invoices, providing additional flexibility.

Imagine a company offering network infrastructure to corporate clients with offices in four cities. Each office raises separate service requests and receives individual invoices.

Instead of treating each office as a distinct customer, Zoho Billing allows you to:

• Create the corporate entity as the parent customer.

• Add each branch as a child customer.

 

This way, the head office can view all outstanding balances, track invoices across locations, and make consolidated payments when needed. The billing team gains clarity, and the customer gets a smoother billing experience.

Customer Groups 

While Customer Hierarchy focuses on structural relationships, Customer Groups help businesses organise customers based on shared characteristics.

As a business grows, it often serves customers with similar pricing needs, payment terms, or discount structures. Managing these preferences individually can be time-consuming and error-prone.

Customer Groups in Zoho Billing let you segment customers by common attributes and manage them together. With Customer Groups, you can:

• Assign a common pricelist

• Apply discounts

• Set payment terms

• Make bulk updates across multiple customers.

Changes made at the group level can be allowed to apply automatically, or you can choose how it can be used by customers within that group, ensuring consistency.

Picture this, a SaaS company offers its product to:

• Direct customers

• Resellers

• Enterprise clients 

Each category requires different pricing and payment terms. Using Customer Groups, the business can create groups such as Resellers, Enterprise Customers and Direct Customers.

Special pricing and terms can be defined for each group. Whenever a new reseller is onboarded, they are added to the Resellers group and automatically receive the suitable pricing and conditions, without manual adjustments.

Customer Hierarchy Vs Customer Groups 

While both features help organise customers and have similarities to an extent, they serve different purposes.

Features	Customer Hierarchy	Customer Groups
Structure	Parent-child relationship.	Grouped by common attributes.
Transaction Visibility	A parent can view/manage their child's transactions (with permission).	No transaction sharing.
Reporting	Consolidated financial reporting is possible.	Group-based insights can be obtained.
Best Fit for	Businesses with branches, subsidiaries or departments.	Businesses need segmented pricing or terms.

 

Understanding the difference helps businesses choose the proper structure or even use both together for optimal organisation.

What does Organising Customer offer to businesses? 

An effective customer organisation goes beyond clearer records. It directly impacts how efficiently a business operates.

When customers are structured correctly:

• The billing team spend less time resolving confusion

• Payments are tracked more accurately

• Pricing and terms remain consistent

• Customer relationships feel more professional and reliable

By leveraging Customer Hierarchy and Customer Groups, Zoho Billing helps businesses shift from reactive billing management to proactive financial control, laying a strong foundation for long-term growth. 

Up Next: Offering Customers different privileges

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