Contacts

Contact Tags

Tags are coloured labels you assign to contacts for categorisation, filtering, and reporting. They are a simple but powerful way to segment your contact database.

Managing Tags

Go to Contacts > Configuration > Tags. Here you can:

• Create new tags – Give each tag a name and a colour (for visual distinction in kanban/list views).
• Edit existing tags – Change name or colour. All contacts with the tag update automatically.
• Merge tags – If "VIP" and "Very Important" are duplicates, merge them into one.

Common Tag Categories

Using Tags for Filtering

Once contacts have tags, you can:

• Filter – In Contacts list view, click Filters – Add Custom Filter – Field: Tags, Operator: Contains, Value: VIP. Shows only VIP contacts.
• Group By – Click Group By – Tags. Contacts are grouped by their tags. Untagged contacts appear in a separate section.
• Mailing Lists – Create dynamic mailing lists in Email Marketing using tags as criteria (e.g. all contacts with tag "Newsletter" AND tag "Active").
• Reports – In sales/purchase analysis reports, group by contact tags to see performance by segment.

Tags vs Other Categorisation

• Tags – Many-to-many. A contact can have multiple tags. Best for cross-cutting categories (a customer can be both "VIP" AND "Technology").
• Category/Industry – A single-value field on the contact form. One category per contact.
• Sales Team – Determines pipeline ownership, not categorisation.

Activities on Contacts

Activities represent follow-up actions you schedule against a contact. They ensure nothing falls through the cracks. Activities are visible in the "Activities" kanban view across the entire system.

Types of Activities

• Call – Phone call to the contact.
• Meeting – In-person or virtual meeting.
• To-Do – A general task to complete.
• Email – Send an email.
• Demo – Product demonstration.
• Follow-Up – Generic follow-up activity. You can create custom activity types.

Creating an Activity

1. Open the contact record.
2. Click the Schedule Activity button (bell icon) in the top action bar.
3. Select the Activity Type (Call, Meeting, etc.).
4. Set a Due Date – when this activity must be completed.
5. Set an Alarm – remind you before the due date (e.g. 1 hour before, 1 day before).
6. Enter a Summary – brief description (appears in the kanban activity view).
7. Enter Notes – detailed notes for the activity (discussion points, preparation needed).
8. Assign to – yourself or a colleague.
9. Click Save. The activity appears on your dashboard, the contact's chatter, and the global Activities view.

Marking Activities Complete

From the contact record or the My Activities dashboard:

• Open the activity (click it in the chatter or the kanban card).
• Check the Done checkbox.
• Enter any additional notes about what happened.
• Click Save. The activity is moved to the chatter history.

Communication via Chatter

The chatter at the bottom of each contact record is the communication hub:

• Internal Notes – Type a message and click "Send" to add an internal note. Use @name to notify a colleague. Notes are visible to internal users only (not portal users).
• Email – Click the "Email" button to compose an email to the contact. The email is stored in the chatter. Replies from the contact (via incoming mail) are also attached.
• Log Note – A formal log entry (e.g. "Contract signed", "Support case closed"). Log notes are timestamped and appear in the chatter.
• Attachments – Drag and drop files (PDF, images, documents) onto the chatter. They are stored permanently against the contact.
• Field Tracking – If field tracking is enabled for any contact field, changes appear as automatic log notes in the chatter (e.g. "Email changed from old@email.com to new@email.com by John Admin").

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.