Best Practices for Quickenerp

Quickenerp Best Practices

Following these practices will ensure your Quickenerp experience is efficient, secure, and maintainable.

Daily Operations

• Use the Chatter Effectively – Add internal notes with @mentions to notify colleagues (e.g. "@john can you review this order?"). The chatter maintains a complete audit trail – every change, note, and email is timestamped and attributed to the user who made it. Never use external email for discussions about a specific record; keep it in the chatter where it's permanently linked.
• Archive Instead of Delete – When a record is no longer active (a customer who left, a product discontinued, a project completed), archive it (Actions – Archive) rather than deleting. Archived records are hidden from default views but:
• They remain accessible via the "Archived" filter.
• Historical reports still include them.
• Relationships to other records are preserved.
• They can be unarchived if needed.
• Set Smart Defaults – Configure default values in Settings to reduce data entry. Examples: default sales team, default warehouse, default payment terms for new customers, default tax for products. Every field you pre-fill saves time on every transaction.
• Master Filters & Saved Searches – If you run the same search daily (e.g. "Overdue invoices from VIP customers"), save it as a favourite search. One click replaces five clicks every time.

Automation

• Automated Actions – These server-side rules trigger when a record meets certain conditions. Examples:
• Send an email notification when a new order exceeds $10,000.
• Update the salesperson on a lead when the lead's country changes.
• Create a follow-up activity when an opportunity stays in "Proposal" stage for 7 days.
• Scheduled Actions – Automated cron jobs that run on a schedule. Examples:
• Send automated inventory reorder emails every Monday at 8 AM.
• Archive invoices older than 5 years every month.
• Generate a daily sales summary email to the management team.

Data Management

• Regular Backups – Quickenerp (as a SaaS) is backed up automatically by the platform. For your own reference:
• Export critical data monthly (Contacts, Products, Chart of Accounts).
• Use the Export feature to download Excel copies of your master data.
• Audit Trails – Enable field tracking for critical fields (Settings – General Settings – Technical – Field Tracking). Tracked fields show a history of changes in the chatter – who changed what and when. Enable for:
• Sales order prices and quantities.
• Invoice amounts.
• Product costs and sales prices.
• User access groups.
• Name Convention – Establish a consistent naming convention across your database. Examples:
• Customers: "Company Name (Country)" or as per your CRM standard.
• Products: "Category – Product Name – Attribute" (e.g. "Hardware – Steel Bolt – M10").
• Projects: "Client – Project Name" (e.g. "Acme Corp – Website Redesign").

Performance Tips

• Use filters aggressively – don't scroll through 10,000 records when a filter narrows it to 20.
• Close unused tabs – each open tab consumes browser memory.
• Use the mobile apps (iOS/Android) for on-the-go approvals and notifications.
• Report performance issues to support – slow page loads may indicate a need for optimisation.