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Finance

Items

Beginner4 min read

Build a reusable library of products and services with preset rates, so you can add them to invoices, estimates, and expenses in one click.

Key concepts

  • Item: A named product or service with a default rate (unit price). Items save you from retyping descriptions and prices every time you create a document.

  • Rate: The default unit price for the item, displayed in your workspace's base currency.

  • Type: Each item is tagged with one or more usage types (stored as a list of labels) that control where it appears:

    • Invoice -- available when adding line items to invoices and estimates
    • Payment -- available when recording payments
    • Expense -- available when logging expenses
    • Payslip -- available when building payslip line items

    An item can belong to multiple types at once (e.g., a "Monthly Retainer" item can be both Invoice and Payslip).

  • Status: Items can be Active (available for selection) or Inactive (hidden from dropdowns but preserved in historical records).

How to

Step-by-step

Creating an Item

  1. Navigate to Finance > Items.

  2. Click Add Item in the top-right corner.

  3. In the modal, fill in:

    • Name (required) -- e.g., "Web Development", "Logo Design", "Monthly Hosting"
    • Description -- a short explanation of the item
    • Rate (required) -- the default unit price. A Currency selector sits on the right edge of the Rate field; switch it to enter the rate in another currency (the value is converted to your base currency on save).
    • Unit -- the unit of measure for the item (e.g., pcs, hrs, kg).
    • Default Tax Rate -- an optional tax rate that is auto-applied when this item is added to an invoice. (Set up tax rates in Settings > Tax first.)
    • Type (required) -- check one or more: Invoice, Payment, Expense, Payslip

  4. Click Save.

Editing an Item

  1. In the items list, click the row of the item you want to update.

  2. The edit modal opens with the current values pre-filled.

  3. Change any field and click Save.

Activating or Deactivating an Item

  1. On a mobile device, find the item card in the list.

  2. Tap Disable to hide the item from future documents, or Enable to bring it back.

    On the desktop list the row actions are Edit and Delete only -- there is no Activate/Deactivate option in the desktop row menu.

Filtering and Searching

  1. Use the filter tabs above the table to view all items or filter by type: Invoice, Expense, or Payslip.

  2. Type in the search bar to find items by name or description.

  3. The Stats Strip shows: Total Items, Invoice Items, Expense Items, Payslip Items, and Active count.

Deleting an Item

  1. Click the delete icon in the row actions.

  2. Confirm the deletion in the popup.

  3. Note: deleting an item does not affect line items that already reference it on existing invoices or estimates.

Tips & best practices

  • Create items for your most common products or services before you start invoicing -- it speeds up document creation significantly.
  • An item can belong to multiple types at once. For example, "Office Supplies" could be tagged as both Invoice and Expense.
  • Disable an item (from the mobile card view) instead of deleting it when you stop offering a product but still need it visible on old invoices.
  • Rates are in your workspace base currency. If you create invoices in other currencies, the rate will be converted automatically using the exchange rate at the time of invoice creation.
  • Keep item names consistent and descriptive -- they appear exactly as-is on PDF exports sent to clients.

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