Adding items from your price book to jobs and estimates

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. Using the book means the right price, cost and description land on the line without retyping, and your customer gets a clear breakdown of what they're paying for.

This article walks through 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 has two buttons under it: Add item and Price book.

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

Adding an item by name

Click Add item. The Add job item window opens with one field, Item Name.
Start typing. Price book items whose names match show up underneath as "Name ($price)", with the letters you typed in bold.
Click one. Its price, cost, description and taxable setting fill in for you.
Change anything you need: Quantity, Price, Markup, Cost, Description and the Taxable Item switch.
Click Save.

If nothing in the list fits, keep 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.

Tip: Markup and price follow each other. Change the cost or the markup and the price moves. Change the price and the markup moves. Markup only works once the line has a cost. More on this in Marking up line items.

Browsing the price book

Browsing is handy when you'd rather look through your categories than remember an item's 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 the back arrow.
Click the item you want. It gets highlighted.
Click Apply. The Add job item window opens already filled in, with a quantity of 1.
Check the quantity and price, then click Save.

Adding a price book item to a job

Changing a line on this job only

Click any row in the list to open it in Edit job item. Your changes only affect this job. The price book entry stays as it is, so the next job still gets your standard price.

To take a line off, click the trash icon on its row and confirm.

Note: Once a job is Done, its items are locked. The job page says "This job is done — change the status to reopen it before editing." Change the 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 behave a little differently here:

Add item gives you a blank line with no suggestions. Use it for one-off charges.
Price book opens the same form, but now typing a name suggests items from your book. Picking one fills in the details.

Click a row to edit it, or click the X on its row to remove it.

Estimate lines also have an Optional switch. Turn it on and Selected by default appears below it. The first line on an estimate can never be optional. See Adding optional items to estimates.

Adding a price book item to an estimate

Note: Once an estimate has become a job, its items can't be changed and the buttons go away. If Lock approved estimates is on, the same goes for an estimate that's been approved and signed. Set it back to Pending to change it, and the customer will need to approve it again. See Locking approved estimates.

What about invoices?

You don't add items to an invoice on its own. An invoice raised from a job bills the job's items, and the Job Items list on that invoice's page is the job's own list. Adding an item there adds it to the job. For how estimates and invoices come off a job, see Creating estimates and invoices from jobs.

How to create items and services
Creating and managing item categories
Marking up line items
Adding optional items to estimates
Creating estimates and invoices from jobs