Customer Management: #2 Organize Customers to Enhance Efficiency

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,

Alert
"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.

Info
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.


Info
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. 


Notes
Up Next: Offering Customers different privileges


      Zoho Campaigns Resources


        • Desk Community Learning Series


        • Digest


        • Functions


        • Meetups


        • Kbase


        • Resources


        • Glossary


        • Desk Marketplace


        • MVP Corner


        • Word of the Day


        • Ask the Experts


          • Sticky Posts

          • Community Learning Series | Digest #5 — September 2020

            Dear customers, We're happy to bring you the September edition of our #CommunityDigest! Keep track of your subscription KPIs right from your smartphone: Last month, we enhanced our Android mobile app to help our customers get daily updates on their business health. We got to know from a lot of customers that this has made their job much more easier because they no longer have to keep a reminder to manually check on the previous day's revenue or activations. If you have not downloaded it yet, here's
          • Community Learning Series | Digest #4 - August 2020

            Dear customers, We hope you're staying safe and healthy. I'm happy to bring you the fourth edition of our #CommunityDigest with some brand-new updates from us. 1. Daily Business Updates (for Android users) The Zoho Subscriptions Android app has got a cool new update: You can now get a push notification to your smartphone that lets you know how many activations and cancellations have taken place, and what's the net revenue for the previous day. The best part is, you can tell the app when exactly you
          • Community Learning Series | Digest #3 - July 2020

            Dear customers, We hope you're staying safe and healthy. We're glad to bring you the July edition of our #CommunityDigest. New community members can view our previous newsletters here. This time, we have two major updates and three interesting topics for you: 1. Zoho Subscriptions Developer Community Since the inception of Zoho Subscriptions, our team believed that the recurring billing platform we provide should be able to offer an extensive API library that empowers businesses to automate most
          • Introducing: Community Learning Series | Digest #1 - May 2020

            Dear customers, We hope you are staying safe and healthy. Helping businesses manage their customer subscriptions more efficiently has always been, and always will be, our goal at Zoho Subscriptions. We strongly believe this is possible if we grow together as a community and share what we know with each other. To nurture this shared learning experience, here is our brand-new Community Learning Series! ​ Welcome to the first edition of our digest! Each edition of our community digest includes guides

          Zoho CRM Plus Resources

            Zoho Books Resources


              Zoho Subscriptions Resources

                Zoho Projects Resources


                  Zoho Sprints Resources


                    Zoho Orchestly Resources


                      Zoho Creator Resources


                        Zoho WorkDrive Resources



                          Zoho CRM Resources

                          • CRM Community Learning Series

                            CRM Community Learning Series


                          • Tips

                            Tips

                          • Functions

                            Functions

                          • Meetups

                            Meetups

                          • Kbase

                            Kbase

                          • Resources

                            Resources

                          • Digest

                            Digest

                          • CRM Marketplace

                            CRM Marketplace

                          • MVP Corner

                            MVP Corner




                            Zoho Writer Writer

                            Get Started. Write Away!

                            Writer is a powerful online word processor, designed for collaborative work.

                              Zoho CRM コンテンツ




                                ご検討中の方

                                  • Recent Topics

                                  • Introducing Workqueue: your all-in-one view to manage daily work

                                    Hello all, We’re excited to introduce a major productivity boost to your CRM experience: Workqueue, a dynamic, all-in-one workspace that brings every important sales activity, approval, and follow-up right to your fingertips. What is Workqueue? Sales
                                  • Archiving Contacts

                                    How do I archive a list of contacts, or individual contacts?
                                  • Every time an event is updated, all participants receive an update email. How can I deactivate this?

                                    Every time an event is updated in Zoho CRM (e.g. change description, link to Lead) every participant of this meeting gets an update email. Another customer noticed this problem years ago in the Japanese community: https://help.zoho.com/portal/ja/community/topic/any-time-an-event-is-updated-on-zohocrm-calendar-it-sends-multiple-invites-to-the-participants-how-do-i-stop-that-from-happening
                                  • 3/18 オンライン勉強会のお知らせ Zoho ワークアウト (無料)

                                    ユーザーの皆さま、こんにちは。コミュニティチームの中野です。 3月開催のZoho ワークアウトの開催が決定しましたのでご案内します。 今回はZoomにて、オンライン開催します。 ▶︎参加登録はこちら(無料) https://us02web.zoom.us/meeting/register/BoNTN7zYR8OvOPGShqBY0A ━━━━━━━━━━━━━━━━━━━━━━━━ Zoho ワークアウトとは? Zoho ユーザー同士で交流しながら、サービスに関する疑問や不明点の解消を目指すイベントです。
                                  • Capture Last check-in date & days since

                                    I have two custom fields on my Account form, these are "Date of Last Check-In" and "Days Since Last Contact" Using a custom function how can I pull the date from the last check-in and display it in the field "Date of Last Check-In"? and then also display the number of days since last check-in in the "Days SInce Last Contact" field? I tried following a couple of examples but got myself into a bit of a muddle!
                                  • Zoho Sheet for Desktop

                                    Does Zoho plans to develop a Desktop version of Sheet that installs on the computer like was done with Writer?
                                  • Conversion Rate – Won Deals over Assigned Prospects

                                    Hello, I would like assistance configuring a KPI in Zoho Analytics titled: Objective of the calculation: Number of Won Deals divided by Total number of assigned prospects (not only converted prospects). Important clarification: The denominator must include
                                  • Perfomance Management - Zoho People

                                    Hi team, I am looking for performance management data such as KRA, goals, feedback, appraisals, etc., in Zoho Analytics. However, I am unable to find these metrics while editing the setup. Could you please confirm whether these fields are available in
                                  • Feature Request – Conditional Visitor Information Request in Zoho SalesIQ

                                    We would like to request the ability to conditionally ask for visitor details based on the communication channel used in Zoho SalesIQ. Specifically: When a visitor initiates a conversation through the live chat widget on the website, we want to continue
                                  • Apple Messages for Business in Omnichannel communications?

                                    Hello, Apple launched "Apple Messages for Business" but Zoho CRM or Zoho Desk don't appear in the list of possible integrators. Zoho already promotes https://www.zoho.com/crm/omnichannel.html Omni Channel integration, but Apple Messages does not yet appear.
                                  • Admin asked me for Backend Details when I wanted to verify my ZeptoMail Account

                                    Please provide the backend details where you will be adding the SMTP/API information of ZeptoMail Who knows what this means?
                                  • Cliq iOS can't see shared screen

                                    Hello, I had this morning a video call with a colleague. She is using Cliq Desktop MacOS and wanted to share her screen with me. I'm on iPad. I noticed, while she shared her screen, I could only see her video, but not the shared screen... Does Cliq iOS is able to display shared screen, or is it somewhere else to be found ? Regards
                                  • ZOHO.CRM.UI.Record.open not working properly

                                    I have a Zoho CRM Widget and in it I have a block where it will open the blocks Meeting like below block.addEventListener("click", () => { ZOHO.CRM.UI.Record.open({ Entity: "Events", RecordID: meeting.id }).catch(err => { console.error("Open record failed:",
                                  • 【Zoho CRM】通貨機能のアップデート:為替レートの自動更新やデータ更新オプションなど

                                    ユーザーの皆さま、こんにちは。コミュニティチームの藤澤です。 今回は「Zoho CRM アップデート情報」の中から通貨機能のアップデートをご紹介します。 CRMの複数通貨機能を使うと、地域ごとに通貨を管理し、顧客の現地通貨で記録したデータを自国通貨に自動換算して分析やレポートに活用できます。 従来は、為替レートを管理者が手動で定期更新する必要があり、各データには作成時点のレートが固定されるため、その後の市場変動は反映されませんでした。 本記事では、この問題を解消する「為替レートの自動更新」をはじめ、さまざまな新機能をご紹介します。
                                  • AI Bot and Advanced Automation for WhatsApp

                                    Most small businesses "live" on WhatsApp, and while Bigin’s current integration is helpful, users need more automation to keep up with volume. We are requesting features based on our customer Feedbacks AI Bot: For auto-replying to FAQs. Keyword Triggers:
                                  • Can we add zoho sign to a custom module?

                                    i understand out of the box it works with 8 modules. is it possible to add it to a custom module?
                                  • This domain is not allowed to add in Zoho. Please contact support-as@zohocorp.com for further details

                                  • Selected date present employees roster

                                    =CHOOSECOLS(FILTER(A2:E5;(INDEX(C2:E5;0;MATCH(VALUE(B8);INDEX(VALUE(C1:E1));0))<>"OFF")*(INDEX(C2:E5;0;MATCH(VALUE(B8);INDEX(VALUE(C1:E1));0))<>"EL"));1;2;2+MATCH(VALUE(B8);INDEX(VALUE(C1:E1));0)) This way sheet looks l
                                  • Credit Card Terminal for Zoho Books

                                    Hello, Instead of punching the credit card number manually for customer payment, do you have a third-party hardware credit card reader that works with Braintree? Thank You
                                  • Filtering in Help Center

                                    Hi, our ticket system is based on a set of structured status categories. The customer must be able to filter by these status. How can we add "Status" as filter to the help center. In the same moment we do not need filters e.g. as "channel". How can we
                                  • On Edit Validation Blueprint

                                    Hello, I have a notes field and a signature field. When the Approve button is clicked, the Signature field will appear and must be filled in. When the Reject button is clicked, the Notes field will appear and must be filled in. Question: Blueprint will
                                  • Google Fonts Integration in Pagesense Popup Editor

                                    Hello Zoho Pagesense Team, We hope you're doing well. We’d like to submit a feature request to enhance Zoho Pagesense’s popup editor with Google Fonts support. Current Limitation: Currently, Pagesense offers a limited set of default fonts. Google Fonts
                                  • Increase Round Robin Scheduler Frequency in Zoho Desk

                                    Dear Zoho Desk Team, We hope this message finds you well. We would like to request an enhancement to the Round Robin Scheduler in Zoho Desk to better address ticket assignment efficiency. Current Behavior At present, the Round Robin Scheduler operates
                                  • Can multiple agents be assigned to one ticket on purpose?

                                    Is it possible to assign one ticket to two or more agents at a time? I would like the option to have multiple people working on one ticket so that the same ticket is viewable for those agents on their list of pending tickets. Is something like this currently
                                  • Where is the settings option in zoho writer?

                                    hi, my zoho writer on windows has menu fonts too large. where do i find the settings to change this option? my screen resolution is correct and other apps/softwares in windows have no issues. regards
                                  • Zoho CRM Case Notes - Share to Customer

                                    Hi team does anyone know the Api to set a note, against a case, to shared with customer? i cant seem to find it  cheers 
                                  • When Does WorkDrive integrate with Books?

                                    When Does WorkDrive integrate with Books?
                                  • CRM gets location smart with the all new Map View: visualize records, locate records within any radius, and more

                                    Hello all, We've introduced a new way to work with location data in Zoho CRM: the Map View. Instead of scrolling through endless lists, your records now appear as pins on a map. Built on top of the all-new address field and powered by Mappls (MapMyIndia),
                                  • Synching changes to Stripe when changes are made in Zoho Billing

                                    We have a situation where we have merged customers in Zoho BIlling and then found out later that the payment in Stripe was not updated and still associated with the old customer record. The card gets updated and billed, but that payment is still associated
                                  • Zoho Sign Not Delivering

                                    I have sent several contracts out via Zoho Sign.   They do not seem to be getting delivered.  I had one person receive it, but the others have not.   I had one person tell me they sent it back to me and never got it and doesn't show as signed.  I've sent
                                  • Update latitude & longitude address field API

                                    How do I update the coordinates of an address field from a widget? I can't modify the latitude and longitude of the address field. I think the problem is how I'm writing formdata variable. zoho_init.then(function (data) { var queryParams = ZOHO.CREATOR.UTIL.getQueryParams();
                                  • Bank Feeds Breaking Constantly

                                    Hey Everyone, I have already reached out to support about this issue but I am wondering if anyone else is having the same issue. My bank feeds keep breaking within days of me fixing them by updating the credentials. Its been happening for a while and
                                  • Automatic Matching from Bank Statements / Feeds

                                    Is it possible to have transactions from a feed or bank statement automatically match when certain criteria are met? My use case, which is pretty broadly applicable, is e-commerce transactions for merchant services accounts (clearing accounts). In these
                                  • Zoho Payroll's USA and KSA editions are available in Zoho One!

                                    Greetings! We’re excited to share that Zoho Payroll, currently available only in India and the UAE, is now introducing the KSA (Kingdom of Saudi Arabia) edition and the USA (United States of America) edition, and these editions are now available in Zoho
                                  • Outlook/Hotmail Blocking Zoho SMTP IPs (S3150)

                                    We are currently facing a serious deliverability issue with Zoho SMTP while sending transactional OTP emails for our production application. Emails sent to Outlook / Hotmail addresses are being rejected with the following error: 550 - 5.7.1 Unfortunately,
                                  • Tip #63- Exploring Technician Console: Elevate to Admin Mode (Windows & Mac)- 'Insider Insights'

                                    Hello Zoho Assist Community! Ever been in a remote support session where you couldn’t complete a task because you didn’t have admin privileges? Maybe installing software, accessing secure system areas, or rebooting into Safe Mode just didn’t work because
                                  • Prevent accidental duplicate entry of Customer Ordersome

                                    Zoho Support has confirmed that Zoho currently does not have any method (using Deluge, flow or any other method) to alert a user when a sales order has been entered twice using the same customer reference number (i.e. a duplicate). Most ERP platforms
                                  • Permissões granulares por usuário além do modelo baseado exclusivamente em perfis

                                    Atualmente, o modelo de segurança do Zoho CRM é fortemente baseado em perfis. Embora funcional, esse modelo apresenta limitações quando equipes possuem variações individuais de acesso dentro do mesmo grupo operacional. Em cenários reais, é comum que usuários
                                  • Evolução do modelo de ambientes: Dev, Homologação e Produção com pacotes versionados

                                    Hoje o Zoho CRM já oferece Sandbox, o que é um avanço importante para organizações que trabalham com customizações mais complexas. No entanto, na prática, o modelo atual ainda apresenta limitações significativas quando múltiplas equipes ou consultorias
                                  • Zoho Mail - Email Reminder template (default)

                                    Zoho Mail Users, Does anybody here use the email reminder template? I'm asking Zoho to allow and add us to select which one of our many templates will be our default. It allows us to operate more efficiently. It's a Checkbox. If you feel this can benefit
                                  • Next Page