Pricebook overview

Overview#

The pricebook is the list of everything you sell: services (the work, like a furnace tune-up), materials (parts, like a capacitor) and equipment (big-ticket units, like a condenser). Office staff and technicians pick from it when they build estimates and invoices, so everyone quotes the same price.

Price changes in TradesWork never go live the moment you type them. They are staged in a draft, you review what moves, and then you publish. Technicians keep seeing the last published prices until you do, and the phone caches the published book so prices work offline, to the cent.

Before you start#

• Everyone can read the pricebook (permission pricebook.read): owners, admins, dispatchers, customer service, accounting, technicians and viewers.

• Only owners and admins can change it (permission pricebook.write). People without it see the list read-only: item names are not links, there are no checkboxes or bulk tools, and the Cost and Margin columns show "—".

• The Categories, Pricing rules, Change log and Suppliers & price files tabs only appear for owners and admins.

Steps#

Open the pricebook#

1. In the left menu, go to Pricebook › Services & Materials. The page is titled Pricebook.

2. The tabs across the top are Items, Categories, Kits, Suppliers & price files, Change log and Pricing rules. Read-only users see Items and Kits only.

Read the item list#

Each row shows:

• Item: the name, a thumbnail if the item has an image, and the code underneath. Add-on items show "· add-on" after the code.

• Kind: Service, Material or Equipment.

• Category: the category path, for example "HVAC › Furnace repair".

• Price: the published price.

• Member: the published member price, or "—" when there is none.

• Cost and Margin: owners and admins only. A margin under 30% is highlighted.

• Pricing: how the price is set. Fixed (you type the price), Cost + (cost times a markup) or Flat rate (labor hours plus materials).

• Status: Active or Inactive. A Draft change badge means a change to this item is waiting in a draft.

Inactive items are dimmed. They stay in the list so you can turn them back on.

Search and filter#

1. Type in Search name, code or category and click Search. Every word you type must match somewhere in the name, code or category.

2. Use the Categories panel on the left to filter. Click a category to see it and everything inside its subcategories. Click All items to clear the filter, or Uncategorized to see items with no category.

3. Search and the category filter work together.

See what's waiting to go live#

Owners and admins see a yellow Not live yet: strip above the list when a draft has changes. It names each draft and its change count, for example "Working draft (4 changes)". Click one to review and publish it. See Bulk edit and drafts.

How the pricebook is used elsewhere#

• Office estimates and invoices: on a job page, lines can be picked from the pricebook. The line copies the published price at that moment. Later price changes don't touch estimates already created.

• Kits: ready-made Good, Better and Best options built from pricebook items. See Kits and estimate templates.

• Field app: technicians browse the published, active items with their member prices and images. The book is cached on the phone, so it works without signal. After you publish, technicians get the new prices on their next sync.

• Branches: if you run more than one branch, a branch can charge its own local price for an item. Set this in Settings › Operations › Branches (the branch's prices page). Everyone else sees the central price.

Settings that change this#

• Pricebook › Pricing Builder (the Pricing rules tab): labor rate, markup by cost, and rounding for rule-priced items.

• Settings › Operations › Memberships: each membership type's Repair discount (%) sets the default member price on service items.

• Settings › Operations › Branches: local prices per branch.

Tips#

• Add your 20 most-sold services first. You can import the rest later.

• Use codes. Supplier price files match materials by code the first time, and imports merge by code.

• Turn items Inactive instead of deleting them. Old estimates and invoices keep their lines either way.

Troubleshooting#

• I can't click item names. You have read-only access. Ask an owner or admin.

• A technician still sees the old price. The change is still in a draft, or their phone hasn't synced. Check the Not live yet: strip, publish, then have the technician refresh.

• Clicking Categories or Pricing Builder in the menu sends me to the home page. Those pages need pricebook.write, which only owners and admins have.

• An item is missing on the phone. The field app only shows active items. Check the item's Status.

FAQ#

Q: Do price changes affect estimates I already sent? No. Estimate and invoice lines are snapshots. Only new lines use the new price.

Q: Can I delete an item? There is no delete. Make it inactive so it stops appearing on new estimates and in the field app.

Q: Why does Cost show "—" for me? Cost and margin are hidden from everyone except owners and admins. Customers never see cost.

Coming from ServiceTitan#

• Pricebook › Services & Materials is the same idea: one list for services, materials and equipment, organized by categories.

• What's different: every change goes through a draft with a before-and-after review, and nothing reaches technicians until you publish.

• Pricing rules (markup tables, labor rate, rounding) live in Pricing Builder, much like ServiceTitan's Pricebook Pro rules.

• There is no separate "Equipment" tab. Equipment is a kind of item in the same list.