Items

The Items tab is your product and service library. Create reusable items with consistent pricing, tax codes, and account mappings to speed up quote and invoice creation.

The Items list

The main Items page displays all your reusable items in a filterable list.

Statistics cards

Three cards track your item inventory:

• Sales Items: Products and services you sell to clients
• Purchase Items: Products and services you buy from suppliers
• Text Items: Non-priced descriptive entries for quotes

Toolbar actions

Settings button: Configure global item defaults like default accounts and tax codes.

Item button: Create a new item. Opens the item creation dialog.

Filters and search

Type filter: Narrow by item category

• Sales: Items you sell
• Purchase: Items you buy
• Text: Descriptive only

Status filter: Show active or archived items

Search box: Find items by code, name, or description. Filters in real-time as you type.

Item table columns

Creating a sales item

Click Item to create a new reusable product or service.

Item form fields

Code

• Short unique identifier for the item
• Used when searching during quote creation
• Keep consistent formatting (e.g., “SRV-001”, “PROD-LG”)
• Example: “CONS-HR”

Product/Service* (Required)

• Display name shown on quotes and invoices
• Make it clear and descriptive
• Example: “Consulting Hour”

Description

• Detailed description that appears on client-facing documents
• Explain what the item includes
• Example: “Professional consulting services including analysis and recommendations”

Files & Images

• Attach supporting files (PDFs, images, documents)
• Useful for product sheets, specifications, or reference materials
• Maximum 10MB per file
• Drag and drop or click to upload

Accounting fields

Account

• Chart of accounts category for this item
• Determines where revenue/expense is recorded
• Common selections: “200 - Sales”, “400 - Cost of Sales”
• Choose based on your business account structure

Tax

• GST code applied to this item
• Options include:
  • GST 10%: Standard Australian GST
  • GST Free: No GST applied
  • Exempt: GST exempt items
• Select based on product/service tax treatment

Pricing fields

Unit Price (ex-tax)

• Price before GST is added
• Enter the base price
• Example: $100.00

Unit Price (inc-tax)

• Price including GST
• Automatically calculated from ex-tax price
• Updates when you modify the tax rate or ex-tax price

Quantity

• Default quantity (usually 1)
• Can be overridden when adding to quotes

Total (ex-tax)

• Calculated: Unit Price × Quantity
• Read-only field showing the line total

Total (inc-tax)

• Calculated total including GST
• Read-only field

Item type options

Click More options to access advanced item types:

Optional Item

• Client can choose to include or exclude this item
• Shows a checkbox in the Quote Viewer
• Useful for add-ons or optional services

Multiple Choice

• Part of a group where client selects one option
• Create groups of alternative items
• Only the selected item is included in the total

Editable Quantity

• Client can change quantity in the Quote Viewer
• Useful for variable-quantity items
• Client sees input field to adjust amount

Discount %

• Applies a percentage discount
• Useful for promotional line items
• Enter discount rate, final price calculates automatically

Discount Fixed Amount

• Applies a fixed dollar discount
• Useful for flat-rate reductions
• Enter discount amount in dollars

Creating the item

Click Create Item to save. The item is now available for use in quotes and invoices.

Creating a purchase item

Purchase items track products or services you buy from suppliers.

Use cases:

• Materials you purchase for jobs
• Subcontractor services
• Supplies and consumables

Key differences from sales items:

• Account mapping typically goes to expense or cost-of-sales accounts
• Tax treatment may differ (input-taxed purchases)
• Used primarily in bills and purchase orders

Creating a text item

Text items are descriptive entries without prices.

Use cases:

• Terms and conditions sections
• Scope descriptions
• Header text for quote sections
• Notes or disclaimers

Characteristics:

• No unit price or tax
• Purely informational
• Can be mixed with priced items in quotes

Item settings

Click Settings to configure global item defaults.

Default account mappings

Set default accounts for new items:

• Default Sales Account: Auto-selected for new sales items
• Default Purchase Account: Auto-selected for new purchase items
• Streamlines item creation for common transactions

Default tax codes

Set default GST codes:

• Default Sales Tax: Usually “GST 10%”
• Default Purchase Tax: Usually “GST 10%” or “Input Taxed”
• Reduces manual selection during item creation

Using items in quotes

Adding items to quotes

1. In the Quote Editor, click a line item row
2. Type in the Item field
3. Search results show matching items by code or name
4. Select the item to auto-fill:
   • Description
   • Unit price
   • Account
   • Tax code
5. Adjust quantity if needed
6. Price and totals calculate automatically

Item code display

Enable “Show Item Codes” in Quote Settings to display codes in the client-facing Quote Viewer. This helps clients reference specific items when discussing quotes.

Managing items

Editing items

Click any item row in the list to edit. Changes apply to future uses of the item - existing quotes retain original values.

Archiving items

Archive items you no longer use:

• Click the item row
• Change Status to “Archived”
• Archived items don’t appear in search results
• Historical quotes retain archived items

Reactivating items

1. Set Status filter to “Archived”
2. Click the archived item
3. Change Status to “Active”
4. Item reappears in search results

AU-specific notes

• GST codes: Items support all AU GST codes (GST 10%, GST Free, Exempt, Input Taxed)
• Account mapping: Proper account selection supports AU BAS reporting
• Item codes: Optional but recommended for consistent quoting
• Tax-inclusive pricing: Unit Price (inc-tax) helps verify GST calculations

Best practices

Item creation

• Use consistent codes: Format like “CATEGORY-NUMBER” (e.g., “SRV-001”, “PROD-LARGE”)
• Clear names: Clients see the Product/Service name
• Detailed descriptions: Explain what’s included to reduce confusion
• Accurate tax codes: Ensure GST treatment matches the product/service

Organization

• Categorize with codes: Use prefixes to group similar items
• Archive unused items: Keep search results clean
• Review pricing periodically: Update prices to reflect current rates
• Use text items for consistency: Standardize terms and scope language

Integration

• Set defaults in Settings: Saves time on new item creation
• Map to correct accounts: Supports accurate financial reporting
• Use items consistently: Reduces errors and speeds up quoting
• Enable item codes for clients: Helps with reference and discussion