Products

Products let you create a reusable catalog of goods and services. Select products when adding line items to transactions or quotes to auto-fill names and prices.

Creating a Product

1. Navigate to Products in the sidebar
2. Click New Product
3. Fill in the details:
   • Name — Product name (required)
   • SKU — Stock keeping unit or code (optional)
   • Price — Default unit price
   • Default Quantity — Pre-filled quantity when adding to transactions (defaults to 1)
   • Description — Product details (optional)
4. Click Create

Variants — One Product Sold in Several Forms

A shirt in three sizes and two colours, coffee in 250 g and 1 kg, a sauce in mild and hot. These are not separate products. They are one product with option groups — the axes it varies along — and a variant for each combination.

Most people never say “variant”. They say Size and Colour, so that is what you type.

Setting Up Options

1. Open a product’s detail page
2. Find the Options section
3. Click Add option group and name the axis (e.g. Size)
4. Add the values on that axis (e.g. Small, Medium, Large)
5. Add a second group if the product varies two ways (e.g. Colour with Black and White)

Every combination is generated for you. Two colours and fourteen sizes is twenty-eight variants nobody should type by hand; you only price the few that differ.

Limits

These are deliberately small. A product needing five axes is usually two products, and one needing three hundred combinations is a catalog rather than an item.

Per-Variant Price, Code and Availability

Each variant can carry its own:

• Price — leave it blank and the variant costs whatever the product costs. Most sizes of a garment are priced the same, and restating the price on every row turns one change into fourteen and lets them drift apart.
• SKU — a code that identifies that one combination, so it can be found by typing.
• Active — switch a combination off to grey it out rather than remove it. A gap in the grid is information: it says this colour is not made in that size, which is a different statement from the size not existing.

Ordering

Drag the option groups and the values within them into the order you want, or use the arrow buttons. Sizes read Small, Medium, Large — never alphabetically and never in the order they happened to be typed — and that order is the order the choices appear in on every document.

Editing Options Later

Renaming a group or a value, adding a value, or reordering anything keeps every existing combination intact, so invoices already issued still point at what they were for.

Adding a second axis to a product that already had one is the exception: the old combinations no longer describe a sellable thing (Large on its own is not a choice once colour exists), so the grid is rebuilt. Documents already issued are unaffected — they carry the description and price that applied when they were written.

Kits — Several Things Sold as One Box

A gift box of four different pastes. A hamper. A starter set. One price, one line on the invoice, and contents that change from sale to sale.

A kit is not a variant, and the difference is worth a sentence because getting it wrong is easy. A variant narrows: you pick one value on each axis and get one specific thing. A kit combines: several specific things become one sellable unit. If you find yourself adding an option group whose values are really the items that go in the box, you want a kit.

Creating a Kit

1. Click Add Product
2. Tick A kit
3. Set the price — what the whole box sells for
4. Optionally say what it is filled from, how many items it holds, and which axis they must differ on

A kit has no option groups of its own. What varies is what goes inside, and that is chosen on each sale rather than defined in the catalogue.

What a Valid Box Looks Like

Three optional rules, all editable later on the product’s page:

Filled from is worth setting whenever it is true. A gift box of four pastes is really four picks from one product — so naming that product means each slot asks only which form, instead of asking which item when the answer was never in doubt. It also narrows “All different by” to the axes that product actually has.

Leave it open for a hamper: a sauce, a tea and a spoon have no single source, and that is a real box too.

“All different by” is the subtle one. If a box holds four pastes and must have four different pastes, name the axis the pastes vary on — Jenis Pes, or Flavour, or whatever you called it. Naming that axis means two sizes of the same flavour still count as the same flavour, which is almost always what you meant.

Selling a Kit

Add a line and pick the kit. Inside the line’s panel, under its own details, you get What is in the box: one block per item, with the count you set deciding how many appear — so the shape of the box is visible before you choose anything.

Each block asks one question per axis, the same way an ordinary line asks for a size and a colour. A box that names what it is filled from skips the “which item” question entirely.

Anything already in the box is greyed out in the other blocks, so you cannot accidentally put the same flavour in twice. Greying means two different things, and the tooltip says which: not made in this combination, or already in the box.

The price stays on the kit line. Components carry no price of their own — that is the whole point of a kit, and it is why the invoice shows one amount rather than one line at full price and the rest at zero.

Where the Contents Show Up

• On the line, as a short read-only list under the row
• On the income list, under the kit’s row
• On the document, beneath the line

A box filled from one product lists its contents by form alone — Cair · Halia rather than Pes Ala Carte · Cair · Halia — because the line above already says what the box is, and repeating the source on every row says it four times over.

Because the price lives on the line, reports count one box sold rather than four, and revenue is not attributed to whichever item happened to be entered first.

File Attachments

File attachments require a Pro plan.

Attach images or documents to products — useful for product photos, spec sheets, or supplier documentation. Upload files from the product detail page under the Attachments section.

Using Products in Transactions

When adding line items to a transaction or quote:

1. Click Add line
2. Pick a product from the grid, or type to search
3. The name and price auto-fill from the product
4. If the product has options, answer one axis at a time
5. Adjust quantity, price, tax rate, or discount as needed

You can also type a custom item name if it’s not in your catalog.

Tapping Beats Typing

The line panel shows your catalog as a grid of buttons under the search box. Typing is the fast path when you are keying twenty lines off a supplier’s paper; tapping is the fast path when you are sitting with a customer choosing from what you sell. Both are the same control — the search box filters the grid — so they cannot disagree.

Search matches more than the name: a product is found by its SKU, and a client or supplier by their phone number or email.

If what you want is not in the catalog yet, type the name and choose Create ”…” to add it without leaving the form.

Choosing a Variant

A product with options asks one question per axis, in the order you set on the product page:

Size     [ Small ] [ Medium ] [ Large ]
Colour   [ Black ] [ White ]

Not a flat list of every combination. Two axes of 2 and 14 would be 28 buttons to read instead of 2 and then 14, and it would ask you to hold both decisions at once instead of one after the other.

A combination that is switched off is shown greyed rather than hidden, and it is unavailable against what you have already chosen — a colour is not missing in general, it is missing in the size you picked.

Picking a variant copies its description and price onto the line. The line then says what it said at the time: renaming Large to L next month does not alter a single invoice already sent.

Managing Products

From the product detail page, you can:

• Edit product information and pricing
• View which transactions use this product
• Delete products you no longer need

Related

• Transactions — Use products as line items
• Quotes & Estimates — Add products to quotes
• Import & Export — Bulk import products from CSV