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Product management

Product management and pricing, automated

Set the profit margin you want and let the sale price follow. Keep units, article codes, categories and images on the product itself, link the supplier you buy it from, and see your stock as it actually stands.

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The Invoice Office product list showing each product’s number, name, purchase price, sales price, unit and category

Everything on the product

Price it right, then sell it

A product record is worth having when it does more than sit in a list. This one sets your prices, tells you what is in stock, and puts the right image on the invoice.

  • Sale prices from your profit margin

    Set the margin you want and the sale price is calculated for you, instead of being worked out by hand each time. You stay competitive without quietly eroding what you make on the sale.

  • The sums done for you

    Change the purchase price or the margin on the product and the sale price, VAT and profit breakdown update straight away. No guesswork, no spreadsheet of manual recalculations that is already out of date by the time you use it.

  • One organised catalog

    Detailed product records keep the catalog consistent and cut the errors that come from listing the same product two slightly different ways across your invoices and documents.

  • Supplier information on the product

    Store the supplier against the product along with their own product name, product number, EAN and a link — so the code your supplier uses and the code you use are both on the record when it is time to reorder.

  • Stock on the same record

    Enable stock management on a product and it starts carrying its own stock figures, moved by the documents and purchases you already raise rather than by anyone counting. The Stock section on a product is part of the Pro license.

  • Product images on documents

    Add an image to a product and it can appear on document lines, so customers recognise what they are buying and order processing goes wrong less often. Showing product images on a document is part of the Pro license.

Product properties

A record complete enough to reuse

Detailed product records are what keep a catalog organised and stop errors creeping into product listings. Fill these in once and every quote, invoice and purchase draws on the same version of the truth. Turn on stock management and that record tracks quantities too, put products on a price list to charge each segment differently, or bundle the ones you always sell together into a product group.

Explore every feature

  • Units, dimensions & specification

    Record the unit a product is sold in and its default quantity, plus colour, weight, volume, length, width, height, depth, diameter and opening — the detail that decides shipping and whether a thing fits where the customer wants it.

  • Article codes & product numbers

    Give every product its own Article code and Product No. One unambiguous identifier is what makes a catalog searchable and stops two similar products being confused for each other.

  • Categories

    Group products into categories so a growing catalog stays navigable, and so reporting can tell you which parts of your range are actually earning.

  • Translations & currency prices

    Give a product its name and description in each language you sell in, so the document reads properly for the customer receiving it — and a price per currency for the markets you sell into. Translations and per-currency prices are both part of the Pro license.

How it works

From product record to sale

  1. Step 1Create the product

    Add the article code, unit, category and product information, attach an image, and record which supplier you buy it from.

  2. Step 2Set the margin

    Enter your cost and the profit margin you want, and the sale price is calculated for you — recalculating whenever either side of that changes.

  3. Step 3Sell and track

    Pull the product onto a quote or invoice with its price and image already right, and watch stock levels move as you sell and buy.

Product management questions, answered

How do I set a sale price based on profit margin?
Enter what the product costs you and the profit margin you want to make, and the sale price is calculated automatically. Because it is derived rather than typed, the margin you intended is the margin you actually get — and it holds as costs move.
What product properties can I store?
A product record covers product information, price and profit margin, ledger accounts, stock, supplier, dimensions, specification, taxonomy, translations, an image and attachments — along with Article code, Product No., brand, model, serial number, unit and an RRP price. Keeping it all on the product is what keeps the catalog consistent across your documents.
Do prices update when my costs change?
On the product, yes. Change the purchase price or the profit margin and the sale price, VAT and profit figures recalculate as you leave the field, so you are not re-doing the sums by hand. It is the product record you update, and every document raised after that draws on the new figure.
Can I link a supplier to a product?
Yes, and it stores more than the link. The supplier section holds that supplier’s own product name, product number and EAN for the item, plus a URL — so when it is time to reorder, the reference your supplier expects is already on the record.
Can I track stock levels?
Yes — Enable stock management is a switch on the product itself, and from there the product keeps its own figures and warns you before it runs short. The Stock section is part of the Pro license. Our stock management page covers how each movement is triggered.
Can I add product images to invoices and quotes?
Yes. Upload an image to the product and it can be shown on the document lines, so the customer can see what they are buying and orders go wrong less often. Showing product images on a document is part of the Pro license.
Can I create a document straight from a product?
Yes. A product’s Action menu creates an invoice, quote, order confirmation, packing note, credit note or purchase order with that product already on the line. The same menu opens the product’s own dashboard, or duplicates it as the starting point for a similar item.

More answers in our FAQ and help center.

Related

What your product records feed into

Get your catalog in order

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