Products and services
Adding products and services to the database is essential for creating quotes, orders, sales, and purchase invoices. So, before you start compiling any 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 + New group. You can activate product groups under the Product add-ons tab.
Then you can see another tab called Product groups, where you can modify existing groups and create new ones.
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.
The use of product groups allows reporting based on product groups and makes creating quotes, invoices and orders easier, especially if you have many products and services in your database. To change the name of a product group or modify it, just hover over the name of the group and click on the pencil icon.
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/service.
Name the product or service and select a unit (it 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.
Note! A secondary quantity can be used to multiply the quantity. For example, you sell 5 hours of consultancy services for 3 separate sessions. To use this option, first, activate the possibility to use secondary quantity under Settings > Sales and finance > General.
You can also link the product or service to an accounting object. Accounting objects give you a 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 to add different prices according to users. For example, if you offer consultation services and have different hourly rates for consultants (e.g. an hour of a senior consultant's time costs more).
You can define each product and service as an in-house service (delivered by someone in your own team) or an outsourced product/service (purchased from a supplier). This allows you to easily differentiate income and cost related to your own team vs suppliers. In addition, you can pick a default doer/supplier for the product or service. This way, when compiling an invoice, the correct type and default provider is already linked to the service line. You can then also assign or change the doer on the sales invoice if needed.
For this option, first, enable the setting Assign users on sales document lines under Settings > Sales and finance > General.
Using in-house and outsourced products/services also allows you to get a clear and detailed overview, but also track project-related income, cost, compare quoted vs actual data, etc. in the project detailed view. Read more on the Quoted vs Actual table.
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 define a product as a service, in that case 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 Ability to add new products/services when creating sales documents under Settings > Sales and finance > General. Products added this way will also be saved to 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 in the list to delete.
If a product is in use on any sales documents, it will be marked as inactive and cannot be deleted in order for all the relevant links to remain in your Scoro system.
Find out how to manage your stock.
Also, read about time billing and linking products to activity types.