Items

When billing staff and admins need reusable invoice lines, Accounting > Items is the billable-item catalog.

Employees with item-catalog access can also use this guide; see Permissions and Visibility if Items controls are hidden.

Items and service templates

Items are the reusable services, fees, or charges you can place on invoice lines. Service templates in Settings > Templates are a separate setup area. An item can optionally link to a service template, but creating or editing service templates is not part of the Items workflow. The link is informational; the invoice line uses the item’s own values when the item is selected.

Review the Items list

The Items list shows item number, name, tags, price, discount, tax, unit, linked service template, service type, status, and created date. Select an item row to view its details, then edit or delete it when your role allows those actions.

Add or edit an item

1. Open Accounting > Items.
2. In the action bar, select Add (the plus icon), or open an existing item and edit it.
3. Enter Name and Price.
4. Choose Unit.
5. Add Tags if they help your team group or find the item.
6. Enter Discount if needed.
7. Choose Tax.
8. Use Select Service only when the item should link to a service template, then choose Service Type for the service period.
9. Add Notes if the invoice line should carry more detail.
10. Select Add or Update.

Active and inactive items

Items have an active status. An inactive item is hidden from the Item selector when you add or change an invoice line, in both new invoices and edits to existing ones. This is the right behavior when a service is retired and should not be billed again.

Existing invoice lines that already use the item are not affected. Invoice templates and recurring invoices that already reference the item also continue to generate invoices using the item’s stored values, so review templates and recurring invoices after retiring an item if you want those updated too.

To re-enable a retired item, open it from the Items list and switch its status back to active.

Editing an item doesn’t change past invoices

When you edit an item’s name, price, discount, tax, or unit, the change applies to future invoice lines only. The next time someone selects this item on an invoice, the updated values fill the new line.

Invoice lines on existing invoices keep the values that were copied in when those lines were originally added, so updating a price does not change historical billing. The same applies to deleting an item: the item disappears from the list and the invoice selector, but invoice lines that already used it stay intact on those invoices.

Use an item on an invoice

When you create or edit an invoice, each invoice line has an Item cell. Select the plus sign in that cell to open the item selector.

Selecting an item fills the invoice line with the item’s name, description, price, discount, tax, unit, and quantity. Review the quantity and amount before saving the invoice.

For the full invoice workflow, see Invoices and payments.