Your price book

Keep everything your business sells in one list with its prices, change prices without touching what's already sold, and build an item's price up from your cost rates.

Price Book holds everything your business sells and what you charge for it. Quotes, invoices, jobs, appointments, events and payments all pick their prices from it. You'll find it in the Money section of the sidebar. The Price Book tab in Quoting brings you here too, showing your items.

The list

Each row shows a product, its Prices and its Category, plus its Book if your business keeps more than one price book. Prices shows the default price, and how many more the product has. A product with no price yet reads Not priced.

Search your products, or filter them by Type, Category or Book. Archived products are hidden until you pick Show archived under Archived.

Add a product

If your role can add products:

Select New product.
If your business uses Members, pick a type:
- Item - a service or goods.
- Add-on - a recurring extra beside a plan.
- Event - event fees and guest seats.
Otherwise there's no type to pick, and every product is an item.
Type a Name and a Price. For an item, How it's priced offers Set a price, or Build up from cost rates to work its price out from your cost rates. Building up asks for the Unit and no price: add its labour, equipment and materials right there, as Build a price from your cost rates below describes.
Under Charge, choose One-off or Recurring. For a recurring price, pick how often under Every: week, fortnight, month or year. An item's price is always one-off, so it isn't asked.
Select More details if you want to set a Category, Unit, Tax (Standard, Export or Exempt), Cost to fulfil or Description, or a Book if your business keeps more than one price book. They're all optional.
Select Save, or Save and add another to start the next product with the same type and details, its Name, Price, Cost to fulfil and Description cleared. An item you built up saves with its build-up in the one Save, and its page opens.

If your prices include tax, the ex-tax figure shows under the price as you type. Cost to fulfil is ex tax, and only shows if your role can see costs.

If your business uses Members and your role can also make plans there, there's a fourth type, Plan. A plan carries its own rules, such as its trial, minimum term and limits, so it's made in the plan editor. Select Open the plan editor. See Members and plans.

A product's page

Select a product to open it. Its type and book show beside its name.

Details holds the Name, Code, Category, Unit, Description, Book and Tax. Click a field to change it. It saves when you click away. A plan's details are read-only here.

Prices lists each live price. One of each kind, one-off or recurring, is marked Default. If your role can see costs, each price shows its cost and margin. A price something already uses reads in use.

Add or change a price

An item has one price, so its page has no Add price. Change a set price from its menu below. A built-up item's price comes from its build-up, so change that with Edit build-up or Revert to flat price. A plan's prices are read-only here, and you edit them in the plan editor.

To add a price to an add-on or event:

Select Add price.
Fill in the Amount, the Charge and, for a recurring price, Every. A Label (optional) helps tell prices apart. If your business keeps books in more than one currency, pick the Currency.
Tick Make this the default to make it the default price.
Select Save price.

From a price's menu:

Make default - makes it the default price. An item's one price doesn't offer this.
Edit - changes a price nothing uses yet.
Change price - for a price that's in use. Its charge, period and currency stay as they are. When you change the amount, Prevarro asks you to confirm: new sales use the new price, and everyone already on the old price stays on it until you move them.
Archive - closes the price to new sales. Everything already on it keeps it. The default price can't be archived while another live price of its kind is there. Make that one the default first. An item's one price doesn't offer this either.

Archived prices sit under Archived prices at the foot of the card. Unarchive brings one back, but not on an item while its one price stands.

Build a price from your cost rates

An item's price can come from your cost rates instead of a figure you type. This suits work priced from labour, equipment and materials, each set per unit.

Build an item up as you make it, with Build up from cost rates in New product. Each row of the build-up takes one component:

Pick it from Role, equipment or product: a role from your cost rates, a piece of equipment, or another item from your price book. At the foot of the list, + New role adds a role to your cost rates and + New product makes a new item to use. If your role can see costs, Free-text material lets you type a description and unit cost instead, and Add a typed line adds a row ready for one. A typed line can pick its own Unit from your units, or leave it at None.
Enter how much of it one unit takes.
Select Add a row for the next one, or the bin to remove a row. Drag a row by its handle to move it, or use Move up and Move down in its ... menu.

Each row shows its Qty, Unit, Sell rate and Total as you go, with its Cost if your role can see costs, and the totals beneath show the Cost and Sell per unit. Nothing saves until you select Save, and an unfinished row holds it until you finish or remove it. A role or item you made from the list stays even if you close without saving. With no rows, the item saves unpriced, ready to build up later.

An item you already have builds up too: open it and select Build up. Your typed price stays in effect until you add components. Build up waits while the item has more than one live price, or a recurring one, and says what to change first.

On a built item's page, its components show in a table with the cost per unit, the Sell price and your margin. Select Edit build-up to change, add or remove rows in the same list, then Save once. Once it has components, the price reprices whenever your cost rates change, and the Prices card shows how many components it's built from. See What your hour really costs.

To go back to a price you type, select Revert to flat price, then Revert. Its components are removed.

Change many products at once

Tick products in the list to:

Archive them
Move to book
Export CSV
Adjust sell by %, up or down
Set margin to %
Adjust cost by %, up or down, if your role can see costs

To adjust down, put a minus in front of the percentage, such as -5.

Price changes only move an item's default one-off price. Items built from your cost rates are left out, since their price moves with your cost rates. So are items with no default one-off price, add-ons, events and plans. If any products are left as they were, Prevarro tells you how many.

Archive or copy a product

From a product's menu in the list, choose Duplicate to copy it, or Archive. You can also select Archive on its page. An archived product closes to new sales, and everything already on its prices keeps them. Unarchive brings it back. A plan's row only opens it, so a plan isn't copied or archived from here.

Price books

Your products live in price books. Most businesses need only one. To keep more, select Manage price books beside the list:

type a name and select Add for a new book
click a book's name to rename it
select Set default to make a book your default
remove a book with the cross, then select Delete. Its products move to your default book. The default book can't be removed.

Export and import

Select Export for:

CSV - for your own use. It has every column and follows the search and filters you've set.
PDF rate card - for your customers. It shows item sell prices only, never cost or margin.

If your role can't see the prices an export carries, that export is greyed out and says why.

To bring products in from a spreadsheet, open the More actions menu (⋯) beside New product and choose Import. See Importing your data.