Clients vs Billing Entities

Article Contents

1. Introduction
2. Billing Entities
3. Clients
4. Viewing Data by Client

Introduction

In Hiro, every individual or organisation you work with is entered into the Address Book as a Contact. The Address Book is the single place to store all contacts in Hiro — whether they’re clients, suppliers, subcontractors, or any other company or person involved in your work.

Contacts can take on different roles depending on how you use them. Some may serve as Billing Entities for projects, while others may be used as Clients for grouping and reporting.

Understanding the difference helps ensure your financial reporting and analysis remain accurate and meaningful.

Billing Entities

A Billing Entity is the contact that appears on your invoices.

When creating a new enquiry or job, you’ll select one contact from the Address Book as the Billing Entity. This tells Hiro who is responsible for payment.

For jobs, the selected billing entity will automatically be pre-filled on any new invoices you create for that job.

Examples of billing entities include:

• The main organisation responsible for paying your invoices (for example, Spacely Group Pty Ltd)

• A finance or accounts company that manages payments on behalf of the client

• A subsidiary company of a parent client (e.g., "Spacely Land A Pty Ltd" or "Spacely Dev X Pty Ltd ATF Spacely Dev X Trust").

• A third-party organisation or individual being project-managed by your client. In these cases, your client oversees the project, but another company or person may be responsible for handling payments.

Each project must have a billing entity so Hiro knows who the invoice should be addressed to.

Clients

A Client is a way to group related contacts together so you can see the bigger picture — total revenue and activity across the whole relationship, not just per payer.

You don’t assign a special type or status to make a contact a Client. It’s simply how you choose to group your data when reviewing reports or dashboards.

Clients are a grouping technique many Hiro users value because they produce lumped-up financials that reflect the full scope of your relationship with an organisation or group.

For example:

• Client: Spacely Group

• Billing Entities:

  • Spacely Land A Pty Ltd ATF Spacely Land A Trust

  • Spacely Dev X Pty Ltd ATF Spacely Dev X Trust

By linking those billing entities under Spacely Group as the client, you can see combined totals across all work completed for the group.

For detailed steps on how to create these groupings, see Group Contacts Under a Single Client.

Viewing Data by Client

Many areas in Hiro let you view information grouped by Client, giving you a clearer picture of activity and revenue across related contacts.

When you apply the Client filter, Hiro doesn’t use a special field. Instead, it groups results by:

• The selected contact, and

• Any other contacts that are marked Care Of (C/O) that contact in the Address Book

This approach produces financial and project data that’s grouped in a more meaningful way, showing the total value of your work across related entities.

You’ll see the Client filter available in several key areas, including:

• Invoices Report
  View combined billing across all related entities within a client group.

• Projects Dashboard
  Monitor active and completed projects for a client and its related entities.

• Aged Receivables
  See outstanding balances grouped under the parent client rather than each payer.

• Enquiry Conversion Tracker
  Measure conversion rates across all enquiries linked to the same client group.