Your Products & Services Catalog

What this is

A saved list of the things you sell — services, products, call-out fees, hourly rates — each with a price, an optional unit, an optional tax rate and an optional description. Once saved, an item drops onto any quote or invoice from a single dropdown instead of being retyped.

Find it at Settings → Products & Services.

Why it's worth setting up

Retyping the same five line items on every quote is slow, and slow is the least of it: it's also where errors come from. One quote says "Site inspection — R850", the next says "Site Inspection - R950" because you were guessing from memory. A catalog means the price is decided once and applied consistently, and the wording that goes in front of your customer is the wording you chose when you weren't in a hurry.

It also makes quoting fast enough to do while you're still on the phone, which is usually the difference between winning the job and being one of three quotes someone compares next week.

When to set it up

Early — ideally as soon as you've sent your second or third quote and noticed you're typing the same things again. You don't need a complete catalog; start with the five or six items that appear on most of your documents and add the rest as they come up.

How to use it

To build your catalog:

1. Go to Settings → Products & Services.
2. Fill in a name (what the customer sees on the line) and a unit price.
3. Optionally add:

- Description — extra detail that prints underneath the line item. - Unit — "hour", "m²", "each". It's shown on the document as *(per hour)*. - Currency — leave blank to use whatever currency the document is in. Set it to pin an item to one currency, useful if you buy in dollars and sell that item in dollars. - Tax rate — leave blank to use your organization's default rate. Set it for anything zero-rated or taxed differently. - SKU / code — your own internal reference.

1. Click Add item.

To use it on a document:

1. Go to Documents → New Document.
2. Above the line items, open the + Add from catalog dropdown and choose an item.
3. It drops in with its description, price and detail already filled. Adjust the quantity, or edit any field — nothing is locked.
4. Add as many catalog items and freehand lines as you like on the same document.

If the item has a currency pinned to it and the document is in a different one, the whole document switches to that currency — a document is always in one currency. Note that this relabels the other lines rather than converting them, so check any prices you'd already entered before sending. In practice it's cleanest to decide the currency first, then add your lines.

An important detail about pricing

Adding a catalog item to a document copies it — it does not link to it. If you raise the price of "Site inspection" in your catalog next month, every quote and invoice you've already created keeps the price it was created with.

That's deliberate. A document is a record of what was agreed at the time, and a tool that quietly rewrote the total on an invoice you'd already sent would be worse than useless. It also means you can safely delete or edit a catalog item without touching your history.

Hiding vs deleting

Hide an item to take it out of the picker while keeping it in your list — the right choice for something seasonal, or something you've stopped selling but might bring back. Delete removes it entirely. Either way, documents already created are unaffected.

Plan limits

Starter includes 20 saved items and Growth 100. Scale is unlimited, like every other limit on that plan. If you hit the cap, hiding items doesn't free up space — deleting does.