Workflow tracking has reduced manual errors and now needs clearer paths for further improvement
What is our primary use case?
My main use case for QuickBase is tracking and organizing workflows, replacing manual spreadsheets with a workable database that mitigates user input error and promotes reporting.
A specific example of how I use QuickBase for tracking and organizing workflows is that we automated a process that uses an error report, uploads it into QuickBase automatically with a feed on a daily basis that refreshes existing authorizations for care management and then allows individual staff to go in and use that error report to correct errors in our actual system. Staff then mark the error as corrected in our system, which promotes compliance with state regulatory requirements and allows our reporting to see what kind of errors are being produced most frequently, so we can use targeted system changes in order to address those errors systematically.
We have also used QuickBase for outreach where we mark off the outreach status of contacting individuals.
What is most valuable?
QuickBase's best features include the ability to create an application really quickly.
The ability to create applications quickly helps me and my team in our day-to-day work because it allows normal business users to create applications without requiring significant technical experience.
QuickBase has positively impacted my organization by allowing business level resources without significant technical experience to create workflows and databases when our IT resources are limited.
With the specific example I provided earlier, our compliance for turning around state requirements has increased significantly, though I cannot quantify it precisely.
QuickBase has allowed me to expand my workflows and tools to other markets to help compliance and to help other less sophisticated business users be able to do standardized and repeatable processes with much less error.
For how long have I used the solution?
I have been using QuickBase for about seven years.
What do I think about the stability of the solution?
What do I think about the scalability of the solution?
QuickBase's scalability is good.
How are customer service and support?
QuickBase's customer support has been fine for us since we have had internal corporate customer support assigned to Aetna, though I do not know about the other forms of customer support.
Which solution did I use previously and why did I switch?
I had no previous solution prior to QuickBase other than using Microsoft Excel, and using QuickBase has allowed us to prevent errors when inputting data by using forms and controls on the forms to keep user errors minimized during data entry.
How was the initial setup?
I did not manage the pricing, setup costs, and licensing for QuickBase; the enterprise managed that, and we paid on a per-user basis. However, recently, I think it has been open to the entire organization, which is more helpful than it was when I first started.
What was our ROI?
The time saved across all the various application uses compared to manual errors created in using a spreadsheet that cannot stop error input or management has been really significant.
Which other solutions did I evaluate?
Before choosing QuickBase, I was not involved in any evaluation of other options.
What other advice do I have?
The advice I would give to others looking into using QuickBase is that the use case for me using QuickBase versus the use case for others just starting to use QuickBase now has changed in terms of the knowledge base needed to create a new QuickBase application. Now you can use AI to create QuickBase applications, whereas before, I had to take online courses in QuickBase with self-paced learning and figure it out myself, but much of that can be cut down significantly using AI, making the learning curve much less steep and probably much faster to create usable, workable applications to do the same thing that used to take me much longer. I would rate my overall experience with QuickBase a seven out of ten.
Intuitive UI Makes Database Setup Easy
What do you like best about the product?
User interface and ease in setting up a database.
What do you dislike about the product?
Most of my colleagues are experienced in Excel so this is yet another syntax to have to understand and develop.
What problems is the product solving and how is that benefiting you?
It helps us fill the void of a dedicated CRM / ERP system as well as a Project Management and hours capture system. A dedicated ERP design will bring with it capabilities that we pay for but never use whereas QBase allows us to develop only what we need.
Quickbase Streamlines Project Tracking and Keeps Everything Centralized
What do you like best about the product?
Quickbase makes it easier to keep track of daily progress on our projects. We’re able to log in and see exactly how much work has been done, like how many documents have been entered, and that helps us answer client questions quickly. It’s also helpful that Quickbase lets us upload our final product into file storage, so everything is organized and accessible. The ability to work remotely and still have everything centralized in Quickbase is a big plus for us.
What do you dislike about the product?
Before Quickbase, we were doing everything in Excel, and it was hard to see day-to-day progress from our contractors. If a client called asking for an update, we’d have to dig through files manually, which took time. Now, with Quickbase, we can track daily progress and see exactly where things stand. It’s also helped us streamline how we manage our title reports, which are complex and involve a lot of moving parts. Quickbase has made it easier to keep everything connected and organized, from the run sheets to the mineral chains and leasehold chains. It’s not perfect yet, but it’s a step forward in making our workflow more efficient and transparent.
What problems is the product solving and how is that benefiting you?
Quickbase is solving our lack of real-time visibility, fragmented data, and manual reporting. Previously, project status, document counts, and contractor activity had to be tracked across spreadsheets and emails, which made it difficult to answer time-sensitive questions, forecast workload, and ensure consistency. With Quickbase, our data is centralized and structured, so we can see progress at a granular level, standardize workflows, and maintain a clear audit trail from source documents to final deliverables. This improves turnaround time, reduces manual errors, and allows us to give faster, more accurate updates while managing remote teams more effectively. It also helps with accountability, resource planning, and identifying bottlenecks early, which leads to more predictable timelines and better overall operational efficiency.
Confident Learning Curve for Creating Custom Reports
What do you like best about the product?
I use Quickbase to organize and track waste management for several facilities. I am in my tracking logs almost daily. I can not pick just one feature I like the best, there are several. For example, I love how much time I am saving having everything in one place, how easy it is to share with other team members, and having the drop down menu prevents duplications. As well as how easy it is to export to a spreadsheet or email a log to others that are not on the team. Before Quickbase, I had to do a lot of copy/paste from multiple places to create a report. This was time consuming and not a very accurate way to get the numbers so things had to be checked and double checked often. Some reporting could take hours, now, with the customer reports, it is simply choose what is needed by clicking a couple of button, select the date range and its ready to be sent out. I do appreciate how I can click into the reports and it takes me directly to the data behind the numbers. Maybe that is the #1 feature, for today anyway.
What do you dislike about the product?
I'm still learning how to create my own reports. This doesn't seem to be very easy for me yet. But I'm sure after I've done it a few more times I will get the hang of it. I have had a chance to customize a few.
What problems is the product solving and how is that benefiting you?
Quickbase has solved one big problem, preparing monthly reports to management and regulatory agencies. Having everything in one log eliminates keeping multiple logs for different "outputs". Having the options to create custom reports for the same data entry form is a huge timesaver and prevents errors. I am still solving problems as new needs arise we are able to add tables and will continue to improve our tracking capabilities.
Quickbase Centralizes Our Data with Flexible Permissions and Automation
What do you like best about the product?
Quickbase makes it easier to manage and track the data we need without having to jump between multiple systems. I like that it centralizes everything in one place, especially for tracking studies, agreements, and invoicing. It’s also flexible enough to adapt to what we need as we grow. For example, we’ve been able to set up permissions so users only see the data relevant to them, which is important since we have multiple sites using the app. The ability to customize forms and automate processes is another big plus—it saves us time and reduces manual work. I also appreciate that Quickbase offers tools like pipelines to help cut down on repetitive data entry.
What do you dislike about the product?
So far, I haven’t been able to identify any downsides. They’ve been helpful and responsive.
What problems is the product solving and how is that benefiting you?
Before Quickbase, a lot of our processes were manual and scattered. For example, we had forms that people had to download, fill out, and email back, which was time-consuming and prone to errors. Now, we’re working on automating those forms so the data goes directly into Quickbase, which will save us a lot of back-and-forth. Another challenge was tracking all the details for our studies and agreements across multiple sites. Quickbase helps us centralize that information so it’s easier to manage and pull reports. We’re also looking to integrate Quickbase with QuickBooks to streamline invoicing and reduce the manual work of entering data into multiple systems. Overall, it’s helping us save time, stay organized, and make our processes more efficient.
MInd-blown
What do you like best about the product?
The best part is control and flexibility. I can do a lot of automation like Create reports, Email alerts, Status changes and Escalations without extensive coding knowledge.
What do you dislike about the product?
Advanced dashboards aren’t as powerful as dedicated BI tools. Reports slow down if there is a lot of data.
What problems is the product solving and how is that benefiting you?
Real-Time Data Visibility - It gives me live dashboards and reports that update instantly as users input data. For example: I can track trucks status in supply chain, Monitor invoice payments, Identify bottlenecks in procurement cycles, etc.
This makes it great for operational transparency.
Quickbase Centralizes Our Data and Streamlines Operations
What do you like best about the product?
Quickbase has been a good fit for us because it allows us to track and manage a lot of different types of data in one place. We started using it in 2021, and it’s been helpful for keeping everything digital, especially after the pandemic when we moved away from paper records. I like that it’s flexible and customizable, so we can adapt it to our needs. For example, we’ve been able to use it for tracking attendance, inventory, and even gift cards by scanning barcodes. It’s also nice that it works well across different teams and departments, which is important for us since we have a lot of moving parts.
What do you dislike about the product?
Before Quickbase, we had to rely on paper records for everything, which was time-consuming and inefficient. Even after moving to digital records, we were still printing forms for signatures and then scanning them back into the system, which felt like a waste of time and resources. With Quickbase, we’ve been able to keep all our enrollment and intake forms digital, which saves us a lot of extra work and paper.
Another challenge was tracking attendance and services. Right now, teachers manually mark attendance on weekly sheets, and we don’t have a way to track when clients enter or leave the building. Quickbase has helped us start exploring solutions for these issues, like using barcodes or QR codes to track check-ins and check-outs. It’s also helped us manage inventory, like tracking the distribution of diapers or gift cards.
Overall, Quickbase has made it easier to centralize our data and streamline processes. It’s not perfect, and there are still things we’re working on, like making sure new features are user-friendly for everyone, but it’s been a solid tool for organizing and managing our operations.
What problems is the product solving and how is that benefiting you?
Centralize our data and streamline processes
Enhanced Workflow with Seamless Customization
What do you like best about the product?
I like how customizable Quickbase is to meet my company's needs and how easy it is to do it. I don't have to call and wait for customer service to reach back out, I can just do it myself. The amount of setup time and implementation time was clearly communicated and was met by the Quickbase team. They also encouraged and helped onboard employees throughout the whole process. Quickbase has made life a lot easier by streamlining the ordering and approval processes through our 300 farms and 100 Orderers and Approvers. It has cut down multiple hours of our Accounting team trying to track down approvals. We are now importing scheduling using AI and preset customized templates, which means our HR team no longer has to manually make schedules.
What do you dislike about the product?
I find controlling what users are allowed to request to see challenging. I would prefer if we could lock down a certain section so they wouldn't even know they can request to use it.
What problems is the product solving and how is that benefiting you?
Quickbase streamlines our ordering and approval processes across 300 farms, reducing hours for the Accounting team, and simplifies our scheduling by integrating old spreadsheets with AI-imported templates, saving our HR team more time.
Super User-Friendly for Building Complex Apps and Workflows Fast
What do you like best about the product?
It’s super user-friendly, and it lets me create complex applications and workflows in no time.
What do you dislike about the product?
When it comes to handling large amounts of data, it lacks efficiency.
What problems is the product solving and how is that benefiting you?
I work with Quickbase for several clients, and it has helped us implement complex solutions quickly and with ease. I’ve been able to introduce new business processes in less than a week and get the business running smoothly.
So Intuitive and Easy to Use Right Out of the Box
What do you like best about the product?
It's so intuitive! So many programs are very complicated, but this one was easy to use right out of the box.
What do you dislike about the product?
A small point, but the Edit All Projects Below feature is the feature that's very useful for me. I think it should be the default.
What problems is the product solving and how is that benefiting you?
I run an e-newsletter business. I have to keep track of articles, authors, topics, editors, publication dates, status. I love the way Quickbase makes it so easy to add a field for each of these and sort them in so many ways. I really needed that and Quickbase makes it easy.
