Products & Services

Build a catalog of your most common products and services to quickly add them to quotes, jobs, and invoices. Save time on data entry and ensure consistent pricing across your business.

Accessing Products & Services

1. Click Settings in the sidebar
2. Select Products & Services

Overview

The Products & Services catalog lets you:

• Save time - Add items to quotes and invoices with a single click
• Ensure consistency - Same pricing and descriptions every time
• Track margins - Set cost and markup to understand your profitability
• Control availability - Choose which items appear in online booking

Adding a Product or Service

1. Click Add Item in the top right
2. Choose Product or Service
3. Enter the item details
4. Click Save

Product vs Service

• Products are physical items you supply (fertilizer, mulch, pavers)
• Services are work you perform (lawn mowing, hedge trimming, pool cleaning)

Item Details

Name

A clear, descriptive name for the item. This appears on quotes and invoices.

Good examples:

• "Lawn Mowing - Standard (up to 500sqm)"
• "Premium Slow-Release Fertilizer (25kg)"
• "Hedge Trimming - Per Metre"

Description

Optional additional details about the product or service. Helpful for staff and can appear on customer documents.

Pricing

YardPilot calculates your selling price based on cost and markup:

Field	Description
Cost	What it costs you (labour + materials)
Markup	Your profit margin as a percentage
Unit Price	The price charged to customers

How it works:

Unit Price = Cost + (Cost × Markup %)

Example: If your cost is $50 and you want a 60% markup:

• Unit Price = $50 + ($50 × 60%) = $80

Automatic Calculation

When you change the cost or markup, the unit price updates automatically. You can also set the unit price directly, and the markup will be calculated.

Tax Exemption

Check Exempt from GST if this item shouldn't have GST applied. Most items in Australia attract 10% GST, but some (like certain food items or exports) are GST-free.

Online Booking

Toggle Available for Online Booking to allow customers to select this item when making service requests through your client portal.

Editing Items

1. Find the item in the list
2. Click Edit (pencil icon)
3. Update the details
4. Click Save

Type Cannot Be Changed

Once an item is created as a Product or Service, the type cannot be changed. If you need a different type, create a new item and delete the old one.

Deleting Items

1. Find the item in the list
2. Click Delete (trash icon)
3. Confirm the deletion

Safe to Delete

Deleting a catalog item won't affect existing quotes, jobs, or invoices that already include it. The line item details are copied when added, so historical documents remain unchanged.

Searching and Filtering

Search

Use the search box to find items by name or description. The search updates as you type.

Type Filter

Click Products or Services to filter the list by item type.

Using Catalog Items

Once you've set up your catalog, you can quickly add items to:

Quotes

When creating or editing a quote:

1. Click Add Line Item
2. Select From Catalog
3. Choose the item
4. Adjust quantity as needed

Jobs

When creating a job:

1. Click Add Line Item
2. Select From Catalog
3. Choose the item

Invoices

When creating an invoice:

1. Click Add Line Item
2. Select From Catalog
3. Choose the item
4. Adjust quantity if needed

Override Prices

After adding a catalog item to a quote or invoice, you can still adjust the price for that specific document without changing the catalog.

Best Practices

Use Clear Naming Conventions

Consistent naming helps staff find items quickly:

Pattern	Example
Service - Size/Type	"Lawn Mowing - Small (under 300sqm)"
Product - Brand - Size	"Osmocote Fertilizer - 25kg"
Service - Per Unit	"Hedge Trimming - Per Linear Metre"

Include Size/Quantity Details

Be specific about what's included:

• "Pool Chemical Treatment (per visit)"
• "Mulch Supply & Spread (per cubic metre)"
• "Lawn Renovation Package (up to 200sqm)"

Set Realistic Markup

Consider your costs when setting markup:

Business Type	Typical Markup
Labour-only services	50-100%
Product resale	30-50%
Product + installation	40-80%

Review Pricing Regularly

Update your catalog when:

• Supplier prices change
• Labour costs increase
• You want to adjust margins
• Seasonal pricing changes apply

Permissions

Role	View	Add/Edit	Delete
Owner	Y	Y	Y
Admin	Y	Y	Y
Office	Y	Y	-
Field	Y	-	-

Office Role

Office staff can add and edit catalog items but cannot delete them. This prevents accidental loss of your pricing data.

Troubleshooting

"I can't delete an item"

Only Admin and Owner roles can delete catalog items. Contact your administrator if you need an item removed.

"My prices look wrong on quotes"

Catalog items are copied when added to documents. If you've updated the catalog price, existing quotes won't change. Edit the line item directly on the quote to update it.

"I can't change the item type"

Item types (Product/Service) cannot be changed after creation. Create a new item with the correct type and delete the old one.

"The calculation seems off"

All prices are calculated to the cent. For example:

• Cost: $45.50
• Markup: 65%
• Unit Price: $45.50 + ($45.50 × 0.65) = $75.08

Next Steps

• Creating Quotes - Use your catalog items in quotes
• Creating Invoices - Add catalog items to invoices
• Online Booking - Let customers select services online