A Customer Organization groups related customers under a single parent entity, typically for businesses with multiple locations, branches, or subsidiaries sharing one invoicing relationship. At the organization level you can view aggregated orders, manage shared invoicing settings, hold a centralized balance, store shared payment methods, and pay down terms orders for any member customer in one step.
Invoicing settings are managed on the organization, not the individual customer. Customers that belong to an organization inherit its payment terms and credit limit.
Managing Organizations
The Organizations page lists every organization in Velocity. Access it from Customers > Organizations. Each organization shows a count of its member customers next to its name. Use the search bar to find an organization by name, or select one from the list to open its detail page.
Create an Organization
Select New Organization to open the creation form. Enter an Organization name and optionally fill in the primary contact's name, email, and phone. Select Create Organization to save.
Delete an Organization
On the organization detail page, open the Actions menu and select Delete organization.... Customers that belonged to the organization are not deleted; they remain in Velocity as independent customers.
Adding a Customer to an Organization
Open the customer detail page, go to Customer Profile, and select the organization from the Categorization dropdown. Customers can belong to one organization at a time.
Organization Detail Page
The detail page has seven sections:
Organization Profile: name, contact information, and custom fields
Customers: every customer that belongs to this organization
Orders: every order placed by any member customer
Invoicing: balances, transactions, payments, and invoicing settings
Payment Methods: cards and bank accounts saved at the organization level
Payment History: payments made by any member customer or by the organization itself
Attachments: files and links saved on the organization
The Customers, Orders, and Payment History sections are organization-scoped views of the same data you'll find on the individual customer detail pages.
Custom Fields
Organizations support custom fields, configured under Velocity Settings > Organizations. Select Add Custom Field there to define a field, then fill it in for each organization in the Custom Fields section of the Organization Profile page.
Invoicing
The Invoicing section is the financial hub for the organization. At the top, a compact summary row shows the organization's current payment terms (such as Net 30) and credit limit, with a Settings button alongside it. Below that, three balance cards give you the full picture at a glance:
Organization Balance: the organization's own pool of funds. Update the balance with online payments, offline payments or manual reductions. Balance can be used to pay for any outstanding orders within the organization.
Customer Balance: the sum of every member customer's individual balance. Each customer keeps their own balance, and this card rolls them up for a quick org-wide view.
Amount Invoiced: the total amount invoiced across the organization.
The Organization Balance and Customer Balance are separate pools. Balance you record on the organization stays there until you spend it on a member customer's terms order; it does not automatically apply to member customer balances.
Transactions and Payments
Below the balance cards, two sub-tabs split the activity feed:
Transactions: a unified ledger of every entry that has affected the organization or any of its member customers, including terms order creations, payments, reversals, and forgiveness.
Payments: an actions menu for recording new activity on the organization (see below).
Each row in the Transactions table includes:
Date of the transaction
Customer it applies to, when scoped to a specific member
Balance and Invoiced deltas
Is Organization: indicates whether the entry posted to the organization itself rather than to a customer
Is Capital: flags entries tied to capital terms, which are allowed to exceed standard credit limits
Source (for example, Card or Check) when the entry is a payment
Description, such as "Payment for order #985," "Order #1691 on terms," or "Forgiveness for order #1691"
Reversals and forgiveness events appear as their own entries, giving you a complete audit trail.
Organization Payments Menu
Open the Payments sub-tab to access three actions for managing the organization's balance and outstanding terms orders:
Record Payment…: add an offline payment (check, wire, cash, etc.) directly to the organization's balance. The modal shows the current balance, and you can choose a source and add a description to record the origin.
Reduce Balance…: decrease the organization's balance, useful for corrections or returning a credit. The amount, description, and date posted are recorded in the ledger.
Pay for Terms Orders: open the bulk terms payment page to settle outstanding terms orders across every member customer in one submission, drawing from the organization's balance, an offline payment, or a credit card. See Paying for Bulk Terms Orders.
Invoicing Settings
Select Settings in the Invoicing header to open the Invoicing Settings modal. Here you can set:
Payment terms for every customer in the organization. Available options are (No terms), Net 15, Net 30, Net 45, and Net 60. Selecting (No terms) disables terms-based invoicing for the organization.
Credit limit in USD, the maximum total balance the organization is allowed to carry.
Place invoicing on hold, which pauses invoicing activity for the organization when enabled.
Settings changes are forward-looking. Each order's terms are set at the time the order is placed, so changing payment terms here won't retroactively reprice or re-term outstanding orders. To change terms on an existing order, override it manually on that order.
Payment Methods
The Payment Methods section stores cards and bank accounts at the organization level. Select Add Payment Method to save a new one.
Bank accounts added manually are not available for use until they have been verified.
The Customers can use this organization's payment methods checkbox at the top of the page controls sharing. When enabled (the default), members of the organization see the organization's payment methods alongside their own saved methods at checkout, both in Velocity and on the storefront. Disable it to keep the organization's payment methods restricted to organization-level payments.
Organization payment methods can be used in several places:
Checkout: members of the organization can pay with the organization's methods when sharing is enabled
Manual payments: when creating a payment for the organization, its saved payment methods appear in the payment method picker, and the charge adds funds to the organization's balance
Pay for Terms Orders: charge a saved card (or a new one) when settling outstanding terms orders from the organization
Payments made with organization payment methods appear in the organization's Payment History, in Finance > Payments with the organization's name linked, and in payment reports. Refunds work the same as for customer payments.
Attachments
The Attachments section stores files and links on the organization, using the same New Attachment modal as customers and orders. Select New... to open it, then use the File or Link tab to add an attachment with a name and an optional description. See Attachments for the full walkthrough.