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Use Pricebook in Invoices

How to add pricebook items to invoices, adjust prices and quantities, and maintain consistent billing with your catalog.

Chloe Nguyen
Written by Chloe NguyenUpdated over a month ago2 min readBeginner

What this guide covers

This guide explains how to use your pricebook when creating invoices. Adding items from the pricebook ensures billing accuracy and saves time.

Adding a pricebook item to an invoice

  1. Create or open an invoice.
  2. In the line items section, click the Search Pricebook field.
  3. Start typing the name of a service or part.
  4. Select the matching item from the dropdown.
  5. The name, description, unit, and default price auto-fill.
  6. Adjust the quantity for this invoice.
  7. Click Add to include the line item.

Screenshot: The invoice line-item form with the pricebook search showing matching services and parts.

Price behavior

Overrides are invoice-specific and do not change the pricebook.

Converting from a quote

When you convert a quote to an invoice, all line items transfer with their quoted prices. Pricebook defaults are not re-applied -- the invoice uses the prices from the accepted quote.

Mixing pricebook and custom items

You can combine pricebook items with one-off custom items on the same invoice. Custom items are added by typing directly in the name field without selecting from the pricebook.

Tip: Use the pricebook for all standard services and parts. Reserve custom items for truly one-off charges like "Special order parts" or "After-hours premium."

Note: Invoice line items snapshot the price at the time they are added. If you update the pricebook later, existing invoices are not affected.

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