Catalogue

The catalogue holds the goods and services you quote, invoice and buy: labour by the hour, materials by the each or the square foot, a fixed-price call-out. Each item has a unit, a default price and tax, and the accounts it posts to. Pick an item on a quote or invoice line and its details fill in for you.

Who can use the catalogue

Owners and Staff see Catalogue under Sales in the sidebar. Staff need Open Catalogue from their Team; adding and changing items needs Create/edit own catalogue or Edit others’ catalogue. Field crew don’t see the catalogue. The catalogue is always on.

The Catalogue with the Items and Bundles tabs, the Total items, Categories, Missing tax rate and No income account cards, and the table of items

The main ideas

• Item. A good or service with a name, description, unit, category, default price and currency.
• Default tax. The tax rate or group a new line for this item starts with. You can change it on each line.
• Supply type. Whether the item is Taxable, Zero-rated, Exempt or Non-taxable (outside GST/VAT). Only taxable items need a tax rate.
• Income and expense accounts. Where sales of the item post in your books, and where purchases of it post. An item with no income account posts its sales to 4100 Sales — Services.
• A copy on every document. A quote or invoice copies the item’s details onto the line. Changing or deleting the item later never changes documents you’ve already made.
• Bundle. A group of items you sell together, added to a quote or invoice in one pick.
• Archive or delete. Archiving hides an item from pickers but keeps it. Deleting removes it for good; documents keep their copy.

Tasks

• Add an item
• Set an item’s tax and accounts
• Find items and fix missing setup
• Edit, duplicate, archive or delete an item
• Change many items at once
• Make a bundle
• Import and export catalogue items
• Use catalogue items on quotes and invoices
• Choose who can change the catalogue