Items are priced services, parts and expenses. The same item register is used in quotes, work orders, invoices and stock management.
Manage items
Open Settings → Invoicing and prices → Items and choose Add item. The item’s fields:
- Item and an optional Description, both searchable.
- Item code, shown on invoices and included in billing-data exports.
- Type: labour, part or expense.
- Unit, such as h, pcs or m, plus Sales price and VAT.
- Cost price, used to show the margin in the list.
- Standard duration (min) for estimating a visit’s duration.
- Stock tracking, which tracks quantities by stock location. Enable it to issue items from stock, transfer them between locations or carry out stock counts.
Deactivated items are not available for new selections. An item with stock balances or stock movements cannot be deleted; deactivate it instead. Existing quotes, invoices and work orders are not changed.
Add an item to an invoice
Open an invoice draft and search in Add from the item register. The item’s name, unit, sales price and VAT rate are filled in on the line. You can change the quantity, price and description. The line remains linked to the item and is included in the sales-by-item report.
When the invoice is issued, the item code is saved on the invoice line. Later changes to the item, including deletion, do not change the issued invoice.
Track sales by item
Open Invoicing → Sales by item. The tab is available to users with permission to manage invoicing.
- From and To filter the report by invoice date. The default period is the current month and the previous 11 months.
- Customer filters the report to one customer.
- Breakdown shows sales by item or by item and month.
The report includes issued invoices and credit notes. Credits reduce the sales figures. Drafts are excluded.
Columns show the item code, name, unit, quantity, net amount, invoice count and share of net sales for the period. Quantities are not added together, because different units, such as hours and pieces, cannot share a useful total.
Select an item’s name to open its register entry. A deleted item is shown under its last invoiced name with a Deleted label.
No item
No item groups invoice lines that are not linked to a registered item. Examples include lines created from time entries and manually added lines.
These lines are included in the report total so that it matches invoicing for the period. A large amount in this group is not necessarily an error.
Export to CSV
Choose Export → Download CSV. The filename includes the report period. Percentage shares are stored as numbers without a percent sign so that they can be used in spreadsheet calculations.
If the report has more than 1000 rows, a message explains the limit and the view shows the best-selling items. The Total row still includes all sales for the period.