Contacts

Creating a Contact – Complete Walkthrough

Go to Contacts from the app switcher (☰). The default view shows a list of all contacts.

Creating a New Company Contact

1. Click Create. The contact form opens.
2. Contact Name – Enter the company name (e.g. "Acme Corporation").
3. Company Type – Select "Company".
4. Email – The primary contact email. This is used for quotations, invoices, and portal communications.
5. Phone – Primary phone number.
6. Mobile – Mobile number for SMS notifications (if enabled).
7. Website – Company website URL.
8. Address – The primary street address. This can be overwritten on individual invoices/orders. Use the "Edit" button next to the address to enter full details: Street, Street 2, City, State, ZIP, Country.
9. Tags – Start typing to select existing tags or create new ones (e.g. "VIP", "Wholesale", "Newsletter"). Tags are coloured labels for filtering and grouping.
10. In the Sales & Purchases tab:
• Set the Salesperson – Who manages this account.
• Set the Sales Team – Which team this contact belongs to.
• Set the Price List – Applied automatically to new quotations.
• Set Payment Terms – e.g. "Net 30", "Due on Receipt".
• Set the Fiscal Position – Automatically applies correct taxes for this contact's country.
• Set the Currency – If different from your company currency.
11. In the Accounting tab:
• Receivable Account – Override the default accounts receivable account for this contact.
• Payable Account – Override the default accounts payable account.
• Tax ID – VAT/GST/HST number. Used in invoice validation and tax reports.
• Bank Accounts – Add the contact's bank details for electronic payments.
12. Click Save. The contact is created and available across all modules.

Adding Individual Contacts Under a Company

1. Open the company contact.
2. In the Contacts tab (under the company name), click Add.
3. Create a new individual. The "Company" field is automatically set to the parent company.
4. Fill in the individual's name, job title, email, phone, and mobile.
5. Set their role: "Invoice Contact", "Delivery Contact", or both. This determines which address is used by default.
6. Save. The individual appears in the company's contact list and in all auto-complete dropdowns when selecting contacts.

Recent Contact Features

• Contact Image – Upload a photo or company logo. This appears in the kanban view and on their portal profile.
• Duplicate Detection – When saving a new contact, Quickenerp checks for duplicates by name and email. A warning appears if a similar contact exists.
• Merge Contacts – If you find duplicates, use Actions – Merge Contacts. Choose the master record and which fields to keep from each. All linked records (invoices, orders) are moved to the surviving contact.
• Contact from Email – If an incoming email comes from an unknown sender, you can create a contact directly from the email in the Discuss chatter.

Contact Reports

Quickenerp provides several ways to analyse your contact database:

Contact Analysis (Pivot View)

Go to Contacts > Reporting > Contact Analysis. This pivot view lets you:

• Group by Country, State, City, Tags, Industry, or Sales Team.
• See counts of customers, vendors, employees per segment.
• Track new contacts created over time.
• Export the analysis to Excel for external reporting.

Contact List Export

For a raw data export:

1. Go to Contacts – List view.
2. Set up filters to narrow down to the contacts you want.
3. Click Actions – Export All Records.
4. Choose fields including all custom fields.
5. Export as CSV or Excel.

Contact Duplicate Report

To find and merge duplicate contacts:

• Use the "Duplicate Contacts" filter in the Filters menu to show potential duplicates.
• Select the duplicate records in the list view.
• Click Actions – Merge Contacts.
• Choose the master record that will survive. Quickenerp moves all related records (invoices, orders) to the master.

Customer Portal

The customer portal allows your customers and vendors to log in and view their documents, communicate, and perform self-service actions – all without accessing the Quickenerp backend.

What Portal Users Can Do

Granting Portal Access to a Contact

1. Open the contact record. It should be a Company (not Individual) with a valid email address.
2. Click the Grant Portal Access button in the header.
3. A dialog appears confirming the email and the portal group (typically "Portal"). You can select additional groups:
• Portal – Basic access to documents.
• Public – No login required, only public website content.
• User (backend) – NOT recommended for customers. This grants internal access.
4. Click Grant Access. An invitation email is sent to the contact's email address with a secure link to set their password.
5. The contact clicks the link, sets a password, and can log in at https://yourcompany.quickenerp.com/my.

Portal Security

• Portal users see ONLY documents where they are the customer/vendor. They cannot see other customers' data.
• Portal users cannot access the backend interface (the app switcher only shows the portal menu).
• You can enable Two-Factor Authentication for portal accounts if needed.
• Portal sessions expire after a period of inactivity (configure in Settings – General Settings – Security).