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EVRST Invoice

Help & Troubleshooting

Tips & Best Practices

Keep data clean, reconcile stock, and run reports regularly.

Maintained by , Founder · Updated

Keep Your Item Master Clean

  • Review your item list quarterly

  • Delete duplicates (e.g., "Widget" vs. "widget")

  • Keep categories consistent (do not mix "Electronics" and "Gadgets")

  • Update prices when suppliers increase costs

  • Archive items you no longer sell (do not delete - breaks historical reports)

Reconcile Stock Regularly

  • Do a physical count monthly or quarterly

  • Compare to EVRST stock levels in Inventory

  • Record discrepancies as adjustments

  • Investigate large gaps (theft, damage, or data entry errors)

Run Reports Weekly

  • Check the Profit Report to spot margin trends

  • Check Customer Aging to see who owes money

  • Check Vendor Aging to plan payment schedules

  • Look for unusual patterns (spike in returns, sudden cost increases)

Use Notes Liberally

  • Add notes to invoices ("customer requested invoice by 15th")

  • Add notes to customers ("always pays 7 days late, factor into cash flow")

  • Add notes to items ("supplier changed, may need to check quality")

  • Notes help your team and your future self

Set a Backup Schedule

  • Enable cloud backup and set it to daily

  • Or manually backup once a week to USB

  • Keep at least 2 copies of your data at different locations

  • Test your restore process at least once per year

Train Your Team

  • Show staff the basics of recording a sale

  • Let managers run the reports

  • Have one person own the inventory count

  • Give each role only the permissions they need

Frequently asked questions

How often should I count stock?

Do a physical count monthly or quarterly and compare it to your stock levels in Inventory. Record discrepancies as adjustments and investigate large gaps, which usually point to theft, damage, or data entry errors.

How many backup copies should I keep?

Keep at least two copies of your data in different locations, either through daily cloud backup or a weekly manual backup to USB. Test your restore process at least once a year.

Should I delete items I no longer sell?

No. Archive them instead. Deleting an item breaks your historical reports. Review the item list quarterly, remove duplicates, keep categories consistent, and update prices when suppliers increase costs.

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