Every service, part, piece of equipment and labor rate you sell is one pricebook item. Set it up once, with its price, your cost and the wording customers see, and your team picks it from the pricebook on every job, estimate and invoice.
Who can do this: owners, admins and dispatchers.
Open the Add item form
Go to Pricebook and click New item (top right).
Every item needs a category. If you have none yet, New item opens Add category first, then takes you straight to the item form.
Fill in what it is and what it costs
| Field | What to enter |
|---|---|
| Name | What the customer reads on the line, such as 35/5 MFD dual-run capacitor. Required. |
| Category | The folder it lives in. The list also offers Suggested HVAC categories you can create with one click, and + Add new category…. Required. |
| Type | Service, Part, Equipment or Labor. See the table below. |
| Cost ($) | What the part costs you per unit. |
| Margin (%) | Optional. The markup you want on the part. While it holds a number, Price is figured for you: cost ÷ (1 − margin). A new item starts at your shop's default margin if you've set one. |
| Labor (hours) and Labor rate ($/hr) | Optional. The hours this job takes and what you charge per hour. The labor is added to the price, so the customer sees one line instead of a part line plus a labor line. The rate prefills from your shop rate; change it here for this item only. |
| Price ($) | What the customer pays per unit. Figured from cost, margin and labor when Margin is filled in; type over it to set it by hand, which clears Margin and shows the margin your price implies. |
| Taxable | On by default. Sales tax is added on invoices for taxable items. |
As you type, the form explains the price, for example $15.50 at 50% is $31.00, plus 3 hr labor at $150.00/hr is $450.00, and tells you what you keep on the part. If the cost (plus labor) is higher than the price, it warns you how much you'd lose on every sale. Items that carry labor show a 3 hr labor chip in the list, so nobody adds a labor line on top.
Set the shop-wide Labor rate and Margin on parts once under Settings → Business → Pricing; every new item starts from them. The first labor rate you type on an item becomes the shop rate if none is set yet. See Cost, markup and margin.
Which type to pick
| Type | Use it for | Good to know |
|---|---|---|
| Service | Diagnostics, tune-ups, repairs sold at a set price | |
| Part | Capacitors, filters, motors | The only type tracked by inventory when inventory is on. Sent to QuickBooks as a non-inventory product. |
| Equipment | Condensers, furnaces, air handlers | Adding the same equipment item twice to an estimate or job puts it on its own line each time, so a building with several units lists each one separately. |
| Labor | Hourly or flat labor |
Write what the customer sees
Click Add a description customers will see to open the description editor.
- Use the two list buttons to start a bulleted or numbered list. Pressing Enter continues the list. Line breaks and lists show exactly as written on estimates, jobs, invoices and PDFs.
- Dictate lets you speak the description instead of typing (when your browser supports it).
- Rewrite for the customer turns rough notes into clear customer wording. Undo rewrite puts your text back.
- Click Save in the editor to keep the text, then save the item.
Descriptions appear under the line item name. On an estimate, the Descriptions button above the line items shows or hides them on documents for your whole company.
Add photos (optional)
Click Upload to add up to 6 photos (JPG, PNG or WebP, 10 MB each). The first photo is the cover; hover another photo and click Make cover to change it. Photos help techs recognize the right part in the picker.
Check the settings and save
| Setting | What it does |
|---|---|
| Show in pricebook | On by default. Turn off to hide the item from pickers without deleting it. Past estimates and invoices keep it. |
| This is your service call fee | Marks your booking or trip fee so reports can show what techs sell beyond it. |
| Pays commission | On by default. Counts the item toward tech commission. |
Click Add item. You'll see Item created.
Editing an item
Open the folder (or switch to List), click the ⋯ menu on the item and choose Edit. Change anything and click Save changes. Changing the cost or the labor hours keeps the item's current margin and refigures the price; the price itself never moves until you edit something.
- A new price applies to lines you add from now on. Estimates, jobs and invoices that already have the item keep the price they were built with.
- If inventory tracking is on and the item is a Part, the edit form also shows an Inventory section with On hand and Low-stock at. See Stock status and reorder points.
- To change many prices at once, use Adjust prices instead. See Adjusting prices in bulk.
Duplicating an item
Choose Duplicate from the item's ⋯ menu. A copy named … (copy) is created in the same folder with the same type, prices, labor and photos, and opens straight away for editing, so basic, mid-range and premium versions of one part take one edit each. The copy starts with no stock on hand and isn't a favorite.
Hiding vs deleting
| Action | Result |
|---|---|
| Turn off Show in pricebook | The item disappears from pickers but stays in your pricebook. Click Show inactive to find it and turn it back on. |
| Choose Delete item from the ⋯ menu | The item is removed from the pricebook. Lines already on estimates, jobs and invoices keep their name and price. |
To delete or move many items at once, tick them in the list and use Delete or Move to folder. See Moving and deleting pricebook items in bulk.
When you stop carrying a part, hide it rather than delete it. You can bring it back in one click.
Price for one job only
You don't need a new item to charge a different price once. Change the price on that line of the estimate, job or invoice; the pricebook stays the same. To bill something that isn't in the pricebook at all, type its name in the picker and choose Add "…". See Adding items to jobs, estimates, and invoices.