Products, services and rates

New workspaces come with a starter price list for the work you chose, marked "Sample rate". Replace those with your own:

1. Open Product master.
2. The Pricing setup wizard lists products still on a sample rate. Type your rate on each and press Save rate. Twelve show at a time; the next batch appears as you save.
3. Delete the products you do not sell.
4. Press New product for anything missing. See How do I add a product?.

Already have a rate card in Excel? Load it in one go from Import & export: Import my rate card.

When every product has at least one priced variant, the wizard says "your rate card is ready to quote from".

1. Open Product master and press New product.
2. Fill in:

• Product name and an optional Code / SKU.
• Category and Subcategory (for example UPVC > Sliding). They group the list and the quotation picker.
• Calculation method: decides which measurements the quotation asks for. See How is the amount on a line worked out?.
• Unit label on the document: sqft, nos, rft, job.
• Rate. Material and labour rates are optional, for your own reference.
• HSN / SAC code: printed on invoices and used for e-way bills.
• Glass / finish choice required: "Yes, ask before pricing" makes the quotation ask for an option first.
• Default line description: the wording each quotation line starts with.

1. Save. The product is selected so you can add variants, components, descriptions or a drawing below.

It is ready to use on new quotations straight away.

1. In Product master, select the product.
2. Under Price variants press Add variant.
3. Name it (for example "Gypsum board, Premium") and fill in what makes it different: quality, finish, material, brand, thickness, hardware.
4. Type its rate and Rate effective from.
5. Tick Default choice for the one most quotations use. Untick Available for new documents to hide an old variant without deleting it.

On a quotation the variants appear as choices for the line. Changing a variant's rate keeps the old rate in its history; documents already issued are never repriced.

A "Starting from" price is shown in the catalogue only and never prices a line.

1. Open Price master.
2. Find the product and press Add option.
3. Type the option name (for example "5mm clear glass"), its rate, and a short code if you like.
4. Press Make default on the option most jobs use.

On the quotation, Option (glass / finish) lists them, and the line is priced at the option's rate. If the product says "Glass / finish choice required", the option must be chosen before the line is priced.

1. Open Price master.
2. Type the change as a percentage: 5 raises rates by 5%, -5 lowers them by 5%.
3. Press Apply and confirm.

Every rate changes and each change is written into the rate history. Quotations and invoices already saved keep their rates. Check a few products afterwards, and round any odd figures by hand.

• Price master: open Rate history to see every change to option rates, with the date.
• Product master: select the product, and under Price variants open a variant's History.

Changes are recorded from the day the history began; earlier rates are not known. The Previous rate box on a product is free text for your own reference.

1. In Product master, edit the product and set Calculation method to Component based.
2. Select it and press Add component for each part, for example:

• "Fix panel", calculated per sq.ft.
• "Track", per running ft.
• "Handle", per piece, default quantity 2.

1. Give each its unit, rate and default quantity, and a description if it should print.
2. Use Test this calculator: type a size and see the Total per set.

The quotation line then asks for the size once and adds up the components for you.

1. In Product master select the product and find Description master.
2. Press Add description, give it a short title and the full wording.
3. Tick Use automatically for the one that should fill in by default.

On the quotation, Saved description lists them for that product. Picking one fills the description, which you can still change for that line.

1. Open Product master and select the product.
2. In the Drawing section press Add a drawing to this product.
3. Pick a ready-made design (windows, doors, cabinets, wardrobes and more), or build or adjust one pane by pane. See Using the drawing designer.
4. Press Use this design, then save.

Every new quotation line of that product shows the drawing at the width and height typed on the line. Staff can still change it on each line.

• Drawing not set yet on the list means the drawing shown is only a guess from the product's name. Set it so documents show what you really sell.
• Copy the drawing from another product saves time for similar products.
• No drawing for this product switches it off for items like hardware or labour.

The Workspace setup card counts products whose drawings still need checking.

The designer opens from a product's Drawing section or from Window details on a quotation line.

• Pick a ready-made design from the library, then press Build or adjust to change it.
• Choose Window or door (seen from inside) or Cabinet or furniture (seen from the front).
• Add a pane beside the selected one, or Add a row above / below.
• Click a pane to set its type: fixed, sliding, hinged, top-hung, bottom-hung, tilt and turn, folding, pivot, louvre, panel or fan; and whether it has glass and mesh.
• Width is relative: a pane set to 2 is twice as wide as one left at 1. A row with no height shares what is left of the opening.
• Head: square or arch. Door marks it as a door.
• For cabinets: drawers, shelves, appliance spaces, open shelves, glass shutters.
• Name on documents is the design name printed with it.

Press Use this design. The drawing is always redrawn to the size on each line.

Open Services, edit the service, choose the service in Follows the rate of, and leave Rate empty. It then always prices at the other service's rate. Type a rate of its own again to break the link. The Linked rates card counts how many follow another.

All three edit the same list of things you sell; use whichever fits the job.

• [Services](/services) (Services & rate card): the plain list. Name, category, how it is calculated, rate, premium rate, tax, description. Good for a quick look at what is priced and what is missing a rate. A service can follow the rate of another one.
• [Product master](/product-master): everything about one product: how it is measured, HSN/SAC, variants (quality, finish, brand, each with its own rate and history), components (for example Fix panel + Track + Handle), saved descriptions, and its drawing. The Pricing setup wizard helps you set your own rate on products that still have a sample one.
• [Price master](/price-master): the options you price separately, like glass type, mesh or finish, with a rate for each, a default, and a rate history. It can also change every rate by a percentage at once.

Whatever you change applies to new documents only. Quotations and invoices already made keep the rates they were issued with.

Each product has one Calculation method, which decides what the quotation asks for and what is multiplied by the rate:

• Per sq.ft.: width x height (in sq.ft.) x quantity.
• Per sq.m.: width x height in square metres x quantity.
• Running ft. / Running m.: length x quantity.
• Cubic ft. / Cubic m.: length x breadth x depth.
• Per piece: quantity x rate.
• Per unit / point: number of units or points x rate (electrical points, for example).
• Per room: number of rooms x rate.
• Fixed price: one price whatever the size.
• Component based: the total of its components, for example Fix panel per sq.ft. + Track per running ft. + Handle per piece.
• Custom formula: your own, for example `(width * height / 92903.04) * coats`. Inputs are width, height, length, breadth, depth, qty, coats, rooms, units; add _ft or _m for converted values.

Sizes can be typed in any unit; they are converted before the sum. The area is rounded the way Settings > Documents & terms > Area rounding says.

Saved documents are a record of what you offered, so they never change when your rate card does.

• New quotations and invoices use the new rate.
• Duplicate copies the old document's rates, not the new ones.
• To reprice an existing quotation: press Edit, remove the lines, add them again from the product list, and save.

Every rate change is kept in the product's rate history, so you can always see what the rate was on any date.

1. On the Items step, if there are tabs (for example Windows, Interiors, Turnkey), check the other tabs.
2. In Product master, search for it. Is it there? Is it hidden from quotations ("Available for new documents" off on all its variants)?
3. Does it have a rate? A product with no rate and no priced variant shows "Needs options" or a missing rate.
4. Products added just now: reload the quotation page.

If the product belongs to a service your plan does not include, it is hidden. See Why can't I see a page in the menu?.