Add Products or Service Items
Create and manage items for use across invoices, bills, proposals, inventory, and POS — with full control over pricing, tax, accounts, and media.
🔐 Access Control
- Only Admin users with the correct permissions can access this section
- From the Dashboard, go to Items → Manage Items → Create Item
🧭 Step-by-Step Creation Flow
The item creation form is split into four tabs:
1️⃣ Details Tab
| Field | Description | Example |
|---|---|---|
| Name* | Item or service name | Cleaning Visit, Freight Charge, Consulting Session |
| SKU* | Unique identifier | CLN-001, FRG-2025 (use Generate if unsure) |
| Tax* | Select applicable tax rate | VAT 20%, Exempt |
| Category* | Link to item category | Cleaning, Logistics, Care Package |
| Description | Optional notes | Includes 2-hour visit with supplies |
Tip:
- Use sector-fit naming for clarity
- Link categories for reporting and chart visibility
- Tax must be pre-configured in Accounting Setup
2️⃣ Pricing Tab
| Field | Description | Example |
|---|---|---|
| Sale Price* | Client-facing price | £120.00 |
| Purchase Price* | Internal cost | £80.00 |
| Income Account* | Revenue mapping | Sales, Consulting Income |
| Expense Account* | Cost mapping | COGS, Staffing Costs |
| Unit* | Measurement type | Hours, Kg, Visits |
| Quantity* | Starting stock or service count | 0 (for services) |
Tip:
- Use
Visits,Sessions, orHoursfor service items - Map accounts for ledger exports and financial clarity
- Quantity is optional for non-inventory items
3️⃣ Media Tab
| Field | Description |
|---|---|
| Image Upload | Add product or service image |
| File Format | JPG, PNG, or WebP recommended |
| Preview | Displays uploaded image |
Tip:
- Use clean, sector-relevant visuals
- Avoid generic icons — match operational context
- Skip media for internal-only items
4️⃣ Warehouse Details Tab (Optional)
| Field | Description |
|---|---|
| Warehouse | Select location for inventory tracking |
| Stock Level | Initial quantity |
| Reorder Logic | Optional alerts or thresholds |
Note:
- This tab is only relevant for physical products
- Service items can skip this section entirely
✅ Best Practices
- Create items before issuing invoices or bills
- Use consistent naming and SKU logic for audit clarity
- Link categories, units, and accounts for reporting
- Use service-specific units like
Sessions,Visits,Hours - Review item list quarterly to archive unused entries
