How to Set Up Customers with Multiple Branches

Option 1 – Use Sales Reps (Recommended if each branch has its own account number)

This option allows one central user (e.g. head office or an accounts team member) to place orders on behalf of multiple branch accounts. Each branch is set up as a separate customer in the system with its own account number and email address.

How to set this up:

1. Create a customer account for each branch

   • Each branch must be added to the site as its own customer.

   • Each account must have a unique email address (e.g. the branch manager’s email).

   • If your accounting/ERP system only has a shared email for all branches, you can temporarily update the email address when adding the account to the site. After it's added, you can revert the email address in your accounting/ERP system if needed.

2. Create a sales rep account

   • This is typically the main login you want to use to place orders on behalf of multiple branches.

   • If one of the branch accounts is already using the desired login email, you can convert that account into a sales rep. Update their account number to be a sales rep.

   • You only need to create one sales rep account for this purpose.

3. Assign the sales rep to each branch account

   • Once the branch customers are added, edit each one in the admin.

   • When editing the branch customer, select the sales rep account from the Sales Rep drop-down menu.

What this allows:

• When the sales rep logs in, in the My Account section, they will see an option to “order on behalf of” any assigned branch.

• Orders placed will be linked to the correct branch customer and will sync back using that branch’s account number.

📽️ Watch the video: How to set up Sales Reps and assign customers

Option 2 – Shared Account Number for All Branches

If all branches share a single account number, you don’t need to create multiple accounts. You can manage this setup using a single login.

How to set this up:

1. Log in to the site using the customer account.

2. Add branch addresses to the address book:

   • You or the customer can log into their account, and on the My Account page, they can click on View or change entries in my address book.

   • Add a separate shipping address for each branch location.

   • Use branch names in the “Company” or “First or Last name” fields to make them easy to identify.

3. Choose the correct branch at checkout:

   • When placing an order, the user can select the relevant branch from the list of saved addresses.

What this allows:

• A single user can place orders for any branch by selecting the correct shipping address.

• All orders will sync back under the same account number.

Which option should I use?

• Choose Option 1 if branches are set up as separate customers in your accounting/ERP system (with different account numbers).

• Choose Option 2 if branches all use the same account number and you just need to distinguish between delivery locations.