In this article, you'll learn how to put items on a job or an estimate, either from your price book or as a one-off charge. Picking from the price book fills in the price, cost and description for you, and your customer gets a clear list of what they're paying for.

This article covers the CRM on a computer. For the phone app, see Using your price book on the phone app.

To find the items on a job:

Open the job.
Click the Items tab.

The Job Items list shows each line's Quantity, Price, Cost, Amount and whether it's Taxable. Under the item's name there's a SERVICE or PRODUCT tag, plus TAXABLE when the line is taxed. When a line has both a price and a cost, the Cost column also shows its margin. The Add item and Price book buttons sit under the list.

The Items tab on a job, with the Add item and Price book buttons under the list

Adding an item by name

Use this when you already know what the item is called.

Click Add item. The Add job item window opens with one field, Item Name.
Start typing. Price book items with matching names show up underneath as the name with its price in brackets, and the letters you typed are in bold.
Click one. Its price, cost, description and taxable setting fill in.
Change anything you need to: Quantity, Price, Markup, Cost, Description and the Taxable Item switch.
Click Save.

If nothing in the list fits, finish typing your own name and fill in the price yourself. That adds a one-off line to this job only. Nothing is added to your price book.

Adding a price book item to a job by name

Tip: Price and markup are linked. Change the cost or the markup and the price updates. Change the price and the markup updates. Markup only does anything once the line has a cost. There's more in Marking up line items.

Browsing the price book

This works well when you'd rather look through your categories than remember a name.

Click Price book.
Look through Categories and Items, or type in the Search the price book box at the top. Click a category to open it. To go back, click Categories in the bar at the top or click the back arrow.
Click the item you want. It's highlighted once it's picked.
Click Apply. The Add job item window opens with the item filled in and a quantity of 1.
Check the quantity and price, then click Save.

If you click Apply before you've picked an item, the window closes and nothing is added. Cancel closes it too.

Browsing the price book from a job

Changing a line on this job only

Click any row to open it in Edit job item, change what you need and click Save. Your changes only apply to this job. The item in your price book stays the same, so the next job still gets your standard price.

To take a line off, click the trash icon on its row and click Remove when asked.

Under the list, the Discount: figure is clickable. It opens Set discount, where you pick % or $, type the amount and click the Apply button, which shows the discount it's about to set.

Note: Once a job is marked Done, its items are locked. The job page shows "This job is done — change the status to reopen it before editing." Change the job's status first, then edit the items.

Adding items to an estimate

On an estimate's own page, the Items section has the same Add item and Price book buttons. Both open Add estimate item, but they work a little differently here:

Add item opens a blank line with no suggestions. Use it for one-off charges.
Price book opens the same form, except typing a name now suggests items from your price book. Pick one and its details fill in.

Click Save to add the line. To edit a line, click its row. To remove one, click the X on its row. There's no confirm step on an estimate, so it comes off right away.

Estimate lines also have an Optional switch. Turn it on and Selected by default appears under it. The first line on an estimate can't be optional. See Adding optional items to estimates.

Adding a price book item to an estimate

Note: Once an estimate has been put on a job, its items can't be changed and the buttons go away. If Lock approved estimates is on in Settings, the same happens once an estimate is approved and signed. To change it, set it back to Pending, and your customer will need to approve it again. See Locking approved estimates.

Getting estimate items onto a job

When your customer has approved the estimate, open it and click Actions. You'll see Create job, which opens the New Job form with the customer, address and the estimate's priced items already filled in. Pick the date and crew, then click Create. Optional items don't come across, so if your customer chose any, add them to the job yourself.

If you already made the job, the same menu lists it under Link job. Click the job and the estimate's items become that job's items. For the full walkthrough, see Applying an approved estimate to a job.

What about invoices?

You don't add items to an invoice directly. An invoice raised from a job bills that job's items. Click Create Invoice at the top of the job page to raise one. The Job Items list on the invoice's page is the job's own list, so anything you add there goes on the job. An invoice with no job behind it just lists its lines, and you can't edit them there. See Creating estimates and invoices from jobs.

Adding items from your price book to jobs and estimates