Products and services
Adding products to the database is essential for creating quotes, orders, sales and purchase invoices. So, before you start making any other documents, get your product list sorted.
Go to Settings > Sales and Finance > Products and services
To add a new product, click on the button New. Or, if you wish to add the new product to a certain group, add a product group first, just by clicking Add product group.
You can easily change the view of the list – just tick the data columns you'd like to see in the list and drag-drop their order as you please.
If you select at least one product/service row, an additional bar is displayed for moving products to a group, marking them as inactive, etc. Inactive products do not pop up, when selecting products on quotes, orders and invoices.
Just click on the name of the product group to select the products under it, so you can make changes to all of them at once.
Add a new product or service
When adding a new product or service, fill in as much data as possible – this information will be automatically added to sales documents (and later on, of course, to reports), when selecting the product.
Name the product or service and select a unit (is the quantity counted in hours, pieces, meters, etc.). Both the buying and selling price are also automatically added to the sales document with the product (if filled in), these help to calculate margin – what you earn, when making a sale.
An additional quantity can be used to multiply the quantity. E.g. you sell a service with a monthly fee, but wish to sell a package deal for the whole year (add the price of monthly fee + an additional quantity of 12 on the invoice). To use this option, first activate the possibility to use additional quantity under Settings > Sales and finance > General.
You can also link the product or service to an accounting object. Accounting objects give you real time overview of different product related cost and income. Read more about accounting objects here.
Apply user based prices for products or services, if you need add different prices according to users. For example, if you offer consultation services and have different hourly rates for consultants (for example, an hour of a senior consultant's time costs more).
The use of product groups allows reporting based on product groups and makes creating quotes, invoices and orders easier. To change the name of a product group, just hover over the name of the group and click on the pencil icon.
If you would like to refer to a product description on a website, add a link to the product. This way the name of the product is clickable on the PDF document.
You can also tick a product as a service, so the product won't be counted in your stock.
If you wish to add new products that are not yet in the database when creating a quote (or other sales docs), activate Can add new products while compiling quotes, orders and invoices under Settings > Sales and finance > General. Products added this way will also be saved into the product database, when saving the sales document. A better way to save a new product from a sales document, is to click on the plus sign on the product line and fill in the product card. That way all the information on the product is in your database to use in the future.
In order to modify or delete a product, click on the product name in the product list, or select several products to delete.
If a product is in use on any sales documents, it will be marked as inactive and cannot be deleted.
Find out how to manage your stock.
Also read about time billing and linking products to activity types.
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