Add and edit services, materials and equipment

Overview#

Every service, material and piece of equipment you sell is a pricebook item. You create an item with a short form, then open it to set up the full pricing: category, pricing method, cost, markup, labor hours, member price, linked materials, warranty text and images.

Creating an item puts it in the book right away at the price you enter. After that, every edit you make in the item editor is staged in the Working draft and goes live only when you publish.

Before you start#

• You need pricebook.write. Only owners and admins have it. Other roles are sent back to the pricebook list if they open these pages.

• Set your labor rate and markup table first if you plan to use rule-based pricing. See Pricing Builder.

• Build your categories first so you can file items as you go. See Categories.

• Item images need image storage to be set up for your account. If it isn't, uploads fail with "Image storage isn't configured."

Steps#

Create an item#

1. Go to Pricebook › Services & Materials and click New item.

2. Fill in the form:

   • Kind: Service, Material or Equipment. You can't change this later.

   • Code: optional, up to 40 characters, for example "HVAC-TUNE". Codes must be unique. Supplier price files and imports match by code. You can't change the code later in the editor.

   • Name (required): 2 to 120 characters.

   • Description: shown to the customer on estimates and invoices.

   • Category: a free-text label. To file the item in your category tree, pick the category in the editor after saving (step 4 below).

   • Price (required): type dollars, like 189.00.

   • Cost (optional): used for margin. Never shown to customers.

   • Taxable: on by default.

   • Active (available on new estimates and invoices): on by default.

3. Click Add item. The item is live straight away as a fixed-price item. Click Cancel to leave without saving.

4. In the list, click the item's name to open the editor and finish setting it up.

Edit an item#

Open the item from the list. The editor has a form on the left and three panels on the right.

General fields

• Name and Description.

• Category: pick from your category tree, or Uncategorized.

• Warranty: text such as "1 year parts and labor".

• Taxable and Active. Turning Active off removes the item from new estimates, invoices, kits and the field app after you publish.

• Add-on / upsell (offered alongside other work): marks the item as an add-on. It shows "· add-on" in the list.

Pricing card

• Pricing method:

  • Fixed price: you type the price.

  • Cost plus markup: price = cost × markup, then rounded by your rounding rule.

  • Flat rate (labor + materials): services only. Price = labor hours × your labor rate, plus each linked material at its marked-up price, then rounded.

• Price (fixed-price items): ignored for cost-plus and flat-rate items.

• Cost: for a service with labor hours or materials, the label reads Cost (rolls up from labor and materials) and the cost is calculated for you.

• Markup ×: a multiplier such as 2.5. Leave it blank to use the markup table by cost range. The placeholder says "table (category)" when the item's category has its own table.

• Labor hours (at $X/h): services only. Shows your current labor rate.

• Member price:

  • From membership plans: the best active membership plan's repair discount, on service items only. The option shows the discount, for example "(15% off services)", or "(no plans)".

  • Percent off: enter a percentage in Member % off or member price.

  • Fixed member price: enter a dollar amount in the same field.

  • No member price.

Materials included (services only)

1. Pick a material or equipment item in each row and enter a Qty.

2. Their cost rolls up into the service. A flat-rate service adds them at your markup.

3. Three empty rows show at a time. Save to add more rows. Clear a row to remove it.

Save

1. Click Save to draft. You'll see "Saved to the working draft. Publish it to update prices for technicians."

2. Click Back to return to the list.

Check the price before you publish#

The right-hand panel shows Live now: the price breakdown technicians see today (labor, materials, multiplier, "Rounded from", price, member price, cost and margin). When the item has staged changes, it also shows After publish and a Review working draft button. The page header lists the changed fields, for example "Draft changes: price, cost".

Add or remove images#

1. In the Images panel, choose a JPEG, PNG or WebP file up to 8 MB and click Upload.

2. To remove one, click Remove under it. Images save immediately; they don't wait for a publish. They show in the field app (cached for offline) and on estimates.

See an item's price history#

The Price history panel lists the last 20 published versions with the price and cost before and after.

Settings that change this#

• Pricebook › Pricing Builder: labor rate, labor cost, markup by cost, rounding.

• Pricebook › Categories: a category can carry its own markup table.

• Settings › Operations › Memberships: the Repair discount (%) used by "From membership plans".

Tips#

• Use Cost plus markup for materials and Flat rate for services built from labor and parts. Then a supplier cost change reprices everything that uses the part.

• Set Labor cost per hour in Pricing Builder so service margins include wages.

• Mark small extras (filters, surge protectors) as add-ons so they are easy to offer.

Troubleshooting#

• "A fixed-price item needs a price." You picked Fixed price and left the price empty.

• "Code X is already used by another item." Choose a different code.

• "Only services include labor and materials." Labor hours and linked materials only work on services.

• "X is a service; only materials and equipment can be linked." Link materials or equipment, not services.

• "Each material once; change its quantity instead." The same material is in two rows.

• The price didn't change after I saved. Saves go to the draft. Publish it from Review working draft.

FAQ#

Q: Why doesn't the Category I typed on the new item form show in the category filter? The new item form's Category is a plain label. The category filter uses your category tree. Open the item and pick the category there, or move many at once with bulk edit.

Q: Can technicians see cost? No. Cost and margin are hidden from everyone except owners and admins, and never shown to customers.

Q: Can a material include other materials? No. Only services can include materials, one level deep.

Coming from ServiceTitan#

• Services, materials and equipment live in one list, like ServiceTitan's Services & Materials.

• ServiceTitan's "Hours", member price and linked materials map to Labor hours, Member price and Materials included.

• Different: edits go to a draft first, and the editor shows the live price next to the price after publish.

• There is no separate "add-on price". Mark the item as an add-on and price it normally.