Multi-company CRM: clear management of teams and invoices across companies

Problem description:

The original CRMsystem was designed for only one company. Although it contained a team function, these were not linked to billing data or permissions.

This meant that:

• it was not possible to assign a team as a separate company,
• invoices always had the same data regardless of the company,
• it was not possible to easily switch between companies,
• users saw records across companies.

The result was loss of overview, increased risk of errors in billing and business processes, and the need for complex manual management.

It was therefore necessary to extend the system so that each team functioned as a separate company – with its own billing data, permissions, and the ability to switch between individual companies.

The goal was to extend the CRMsystem to function as a multi-company solution, where each team represents a separate company. Billing data is automatically taken according to the active team, users have access only to their data, and the system automatically switches according to the selected company.

In response to this need, we created a Multi-Companymodule that extends the standard CRM system functions and adds company logic to the team system.

Each team now contains a "Use as company"option. After activation, new fields appear for completion: company name, address, company ID and tax ID, billing data.

The team with this designation becomes a separate companywhose data is automatically propagated to all relevant records.

• switching between companiesdirectly in the user interface,
• automatically loading correct billing datafor all new invoices and documents,
• assigning records to individual teamsso that each company has its own business and accounting records,
• limiting user accessaccording to company or team affiliation.

Thanks to this, the company can now effectively manage multiple companies from one CRMenvironment, without the need to operate several separate systems. Each company issues invoices with correct data automatically, users see only relevant data, and switching between companies is simple and intuitive.

1. Automatic billing data– The system automatically transfers billing data from the active team to all newly created invoices and documents. Each company thus issues its own invoices with correct data without the need for manual rewriting.
2. Assigning records to teams– Each record is assigned to a team whose data is then automatically used for invoices and other documents. Users can set a default team, and if they create a new record (quote, opportunity, invoice), the system automatically assigns it to this team.
3. Team switching– At the top of the system, we added a team switcher. The user selects the team they want to work with – this is set as default. After switching, the entire CRM "refreshes" and displays data for the specific company, allowing quick and intuitive work with multiple companies at once.

1. Permissions and roles– Within SPO roles, we enabled setting that a user can read, edit, delete, or create records only within their team. This ensures that employees of individual companies see only their records and cannot interfere with data of other companies.
2. Integration and extensibility– The module is fully integrated with classic CRM – organizations, contacts, business opportunities, quotes, and invoices. Billing templates were modified to load data from the active team. The system handles unlimited number of companiesand runs on proven infrastructure.

Technically, the solution is built on the principle of teams, which we supplemented with a new checkbox and logic for automatic data transfer. We achieved a simple but very effective multi-company modewithout interventions in the system core.

After deploying the new module, the company's work was significantly simplified. Each user can easily switch the active company and the system immediately adapts – from displayed records to billing data.

The owner appreciated that the solution works completely naturally, without the need for training or complex processes. Users feel that the system "thinks for them" – fills in correct data, assigns invoices to correct companies, and maintains order in data.

The benefits of the solution are clear:

• clear work with multiple companies in one system,
• zero error rate in invoices,
• secure data access by teams,
• simple user interface that preserves the familiar CRM environment.

The company owner summarized the result simply – the system now works exactly as he imagined: "One CRM, multiple companies, and everything runs smoothly."

The company owner operates in the field of installation and service of photovoltaic power plants (PV). His business model includes multiple interconnected companies that share similar processes but have different accounting data and teams.

In the CRM system, they managed the classic business process:

• organizations and contacts,
• business opportunities,
• quotes and invoices.

The owner was therefore looking for a way to unify the management of multiple companies without having to use several separate systems.