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The Pricebook

The Pricebook is your catalogue of services, parts and packages, organised in categories. Quotes and invoices are built from it: pick an item and its description, price and tax fill in.

Who can do this

View Invoices to see the Pricebook, Edit Invoices to change it, Create Invoices to save a quote from it, and Export Invoices to export it. Without Edit Invoices, Settings → Pricebook is Read only.

Pricebook or Standard Line Items

An account uses either the Pricebook or a simpler list called Standard Line Items — whichever it uses is the one under Settings → Accounting. Upgrade to full Pricebook on the Standard Line Items page switches over; Switch back to Standard Line Items at the bottom of the Pricebook switches back, and your Pricebook is kept.

Categories and items

Go to Settings → Pricebook and click a category to see its items.

Settings → Pricebook: Import CSV, Export CSV and Add category; the categories Plumbing, Heating & Cooling, Electrical, Service & Labor and Maintenance Plans; and the five Plumbing items with their SKUs and prices, such as 50-gal gas water heater — supply & install, PLB-WH50, $1,895 per each

  • Add category makes a top-level category. Hover over a category for + (a subcategory, up to four levels deep), the pencil (rename) and the bin (delete). Drag a category to move it.
  • Add item adds an item to the open category. Click an item to change it.
  • Adjust prices changes the price or cost of every item directly in the category, by a percentage or a fixed amount, with a preview before you apply it. Items in its subcategories are left alone.

An item

Editing the 50-gal gas water heater: Name, SKU, Description, Cost 1042, Price 1895, Tax rate 10.25, Markup 81.86% and Margin 45.01% with a Set price button, Account code and Unit, then Images

Field What it's for
Name, SKU What the item is called, and your code for it. Both are required; the SKU must be unique.
Description Shown to the customer, indented under the line on the quote.
Cost, Price, Tax rate % What it costs you, what you charge, and its tax.
Markup, Margin Worked out from cost and price. Type a markup % and click Set price to price from cost.
Account code The ledger account its revenue goes to in your accounting software. Blank uses the category's.
Unit How it's sold — each, hour, per head.
Supplier, Supplier part no. Where you buy it.
Available on quotes Switch off to keep an item in the Pricebook without offering it on quotes.

Once an item is saved you can add Images — the first one shows on the quote picker — and, under What's included, other items that make it a package. A package sells at its own price as one line; the customer sees what's included under it, without prices.

Import and export

Export CSV saves the whole Pricebook to a CSV file. Import CSV reads one back: items are matched on SKU, so an existing SKU is updated and a new one is created, and categories it names are created for you. Download a template CSV shows the columns. You see a preview — what will be created, updated, and any rows that can't be imported — before anything is saved.

Build a quote in full screen

The full-screen view is made for quoting with the customer in front of you, on a laptop or tablet.

  1. Click Pricebook in the sidebar, then Enter Full Screen.
  2. Under Who is this quote for?, choose the client.

  3. Tap a category, then Add on each item. The quote builds up on the right, with its total in your currency.

    The full-screen Pricebook for Three Bears Cabin Rentals: Heating & Cooling items with their prices and Add buttons, and This quote on the right holding a Furnace or AC tune-up at $129 and a Smart thermostat at $289, Subtotal $418, Tax $42.84, Total $460.84, and Save as quote

  4. Change quantities with − and +, or remove a line with the bin.

  5. Click Save as quote. The quote is saved on the client; Open and the client's name takes you to them.

A quote you haven't saved is kept on this device, so you can come back to it. Exit leaves full screen.