Manage Pricebook Services and Parts

What this guide covers

This guide explains how to build and maintain your pricebook -- the catalog of services and parts your company offers. You will learn how to add new items, set default pricing, organize entries by category, and pull pricebook items into quotes and invoices. A well-maintained pricebook speeds up every estimate and billing step.

Before you begin

• You need Admin or Owner permissions to create and edit pricebook entries. Dispatcher and Technician roles have read-only access.
• Gather your current service list and part inventory with pricing. Having this information ready makes the setup faster.
• If you sync with QuickBooks Online, pricebook items map to Items in QuickBooks. See Connect QuickBooks Online for sync details.

Understanding the pricebook

Navigate to /pricebook from the left sidebar. The pricebook is divided into two tabs:

• Services -- labor-based line items like "Drain Cleaning" or "Electrical Panel Inspection."
• Parts -- material and supply items like "Water Heater 50gal" or "HVAC Filter 20x25x1."

Each row shows the item name, category, default unit price, and the unit of measure (e.g., each, hour, linear foot).

Searching and filtering

Use the search bar at the top to find items by name or category. Click any column header to sort the list.

Step 1: Add a service

1. Open the Services tab on /pricebook.
2. Click Add Service in the top-right corner.
3. Fill in the required fields:
   • Service Name -- a clear, customer-facing name (e.g., "Drain Cleaning - Standard").
   • Description -- a short explanation of what the service includes. This text appears on quotes and invoices.
   • Default Price -- the base price for this service. You can override it on individual quotes or invoices.
   • Unit -- how the service is measured: "each," "hour," or a custom unit.
4. Optionally assign a Category to organize the service (see Step 4).
5. Click Save.

The new service appears in the Services list immediately.

Tip: Use consistent naming conventions across your services. Prefixing with the trade or department (e.g., "Plumbing - " or "HVAC - ") makes searching faster when your catalog grows.

Setting tiered or flat pricing

• Flat rate -- enter a single default price. Best for fixed-scope services.
• Hourly rate -- set the unit to "hour" and enter your hourly rate as the default price. The total on a quote or invoice is calculated by multiplying hours by the rate.

Step 2: Add a part

1. Open the Parts tab on /pricebook.
2. Click Add Part in the top-right corner.
3. Fill in the required fields:
   • Part Name -- a clear, customer-facing name.
   • Description -- details about the part, including brand or model number if relevant.
   • Default Price -- the unit price you charge the customer (not your cost).
   • Unit -- "each," "box," "linear foot," or a custom unit.
4. Optionally set:
   • Cost -- your internal cost for the part. This is not shown to customers and is used for margin calculations in reporting.
   • SKU -- an internal stock-keeping unit code for inventory tracking.
   • Category -- to organize the part alongside related items.
5. Click Save.

Note: The Cost field is optional but strongly recommended. When populated, JobsiteOn can show you part margins on reports so you know which materials are most profitable.

Step 3: Edit or archive pricebook items

Editing

1. Click any item row in the pricebook to open its detail view.
2. Click Edit in the top-right corner.
3. Update any field -- name, description, price, unit, cost, or category.
4. Click Save.

Price changes apply to new quotes and invoices only. Existing documents retain the price that was set when the line item was added.

Archiving

If you stop offering a service or stocking a part:

1. Open the item detail view.
2. Click the overflow menu (...) and select Archive.
3. Confirm the action.

Archived items are hidden from the pricebook search in quotes and invoices but remain visible on historical documents. You can restore them from the Archived filter on the pricebook page.

Step 4: Organize items by category

Categories group related services and parts so your team can find items faster when building quotes.

Creating a category

1. On the pricebook page, click the Categories button (or gear icon) above the item list.
2. Click Add Category.
3. Enter a Category Name (e.g., "Plumbing," "Electrical," "HVAC").
4. Click Save.

Assigning items to categories

When creating or editing an item, select the category from the Category dropdown. You can also bulk-assign categories:

1. Select multiple items using the checkboxes on the pricebook list.
2. Click Assign Category from the bulk action bar.
3. Choose the category and confirm.

Reordering categories

Drag and drop categories in the category management view to control the order they appear in the pricebook and in line-item selection dropdowns.

Step 5: Use pricebook items in quotes and invoices

When you create or edit a quote or invoice, the line-item form includes a Search Pricebook field.

1. Start typing the name of a service or part.
2. Select the matching item from the dropdown.
3. The name, description, unit, and default price fill automatically.
4. Adjust the quantity and price if needed for this particular job.
5. Add more line items or finalize the document.

Overriding the default price

You can change the price on any individual quote or invoice line item without affecting the pricebook entry. The override is document-specific.

Adding a line item not in the pricebook

If you need a one-off item that does not belong in the pricebook, type a custom name directly in the line-item name field instead of searching the pricebook. Fill in the description, price, and quantity manually.

Best practices

• Start with your top 20 services. You do not need to catalog everything on day one. Add the items you quote most often and expand over time.
• Include descriptions. Customers see descriptions on quotes and invoices. Clear descriptions reduce questions and disputes.
• Keep prices current. Review your pricebook quarterly. Material costs change, and outdated prices lead to lost margin.
• Use categories from the start. Even a small pricebook benefits from grouping. It becomes essential once you have 50+ items.
• Track costs on parts. The cost field powers margin reporting. Without it, your financial reports only show revenue, not profit.
• Archive instead of deleting. Archiving preserves the audit trail on historical documents.

Troubleshooting

A pricebook item is not appearing in the quote line-item search

1. Confirm the item is not archived. Check the Archived filter on /pricebook.
2. Verify the item name matches what you are typing. The search is case-insensitive but requires a partial match.
3. If the item was just created, refresh the quote page.

The default price on a pricebook item does not match what shows on an old quote

Quotes snapshot the price at the time the line item is added. If you updated the pricebook price after the quote was created, the quote retains the original amount.

I need to update prices across many items at once

Bulk price editing is not yet available. Update items individually from the pricebook detail view. If you have many changes, consider exporting the list, making changes in a spreadsheet, and re-importing.

Categories are not showing in the expected order

Open the category management view and drag categories into the correct order. The display order is manual, not alphabetical.

I accidentally archived an item that is still in use

Open the Archived filter on the pricebook page, find the item, and click Restore. The item returns to the active list immediately.

FAQ

Does the pricebook sync with QuickBooks?

Yes. Pricebook items sync as Items in QuickBooks Online when the integration is connected. See Connect QuickBooks Online.

Can I import pricebook items from a spreadsheet?

Bulk pricebook import is planned but not yet available. For now, add items individually through the pricebook interface.

Can I set different prices for different customers?

Not at the pricebook level. The pricebook stores a single default price per item. You can override the price on each quote or invoice when the rate varies by customer.

Is there a limit on the number of pricebook items?

There is no hard limit. The pricebook search and list are optimized for catalogs with thousands of items.

Can Technicians see pricebook prices?

Technicians have read-only access to the pricebook. They can see item names, descriptions, and prices but cannot create, edit, or archive items.

Related articles

• Create and Send Quotes
• Create and Manage Invoices
• Connect QuickBooks Online