Add Line Items from Your Pricebook

What this guide covers

This guide explains how to use your JobsiteOn pricebook to add line items to quotes. You will learn how to browse and search the pricebook catalog, add services and parts, adjust quantities and pricing, create custom line items for one-off charges, use optional items to offer upgrade choices, and review subtotals and tax calculations. Mastering line items ensures your quotes are accurate, professional, and consistent.

Before you begin

• You need at least one quote in progress. If you have not created one yet, see Create and Send Quotes.
• Your pricebook should have items configured. Navigate to the Pricebook section to add services and parts before using them on quotes.
• Confirm your tax settings are configured in your workspace settings if you charge tax.

Understanding pricebook items

Your pricebook is the central catalog of everything you sell or provide. It contains two types of items:

Services

Services represent the labor and work you perform. Examples:

• "Lawn Mowing — Residential (up to 1/4 acre)"
• "Electrical Panel Installation"
• "HVAC System Annual Inspection"

Services typically have a unit price per occurrence, per hour, or per square foot.

Parts and materials

Parts represent physical items you supply or install. Examples:

• "Standard Kitchen Faucet (Chrome)"
• "50ft Copper Pipe (3/4 inch)"
• "Smart Thermostat Unit"

Parts typically have a unit cost and a markup-adjusted sell price.

Why use the pricebook

Using pricebook items instead of typing everything manually provides:

• Consistent pricing across all quotes.
• Faster quote creation since descriptions and prices are pre-filled.
• Easier reporting because items are linked to standard catalog entries.
• Fewer errors from manual data entry.

Step 1: Open the line items section

1. Open your quote in edit mode at /quotes/[slug] or create a new one at /quotes/new.
2. Scroll to the Line Items section of the quote builder.
3. You see two options: Add from Pricebook and Add Line Item (manual).

Step 2: Browse and search the pricebook

1. Click Add from Pricebook.
2. A pricebook panel opens showing your catalog.
3. Browse items by scrolling through the list, or use the search bar to find specific items.

Searching effectively

• Search by item name: "lawn mowing" or "thermostat."
• Search by category if your pricebook is organized into groups.
• Results update as you type, filtering to matching items.

Viewing item details

Each pricebook item in the panel shows:

• Item name — The standard name from your catalog.
• Description — A summary of what the item includes.
• Default price — The standard unit price.
• Type — Service or Part indicator.

Step 3: Add items to the quote

1. Click an item in the pricebook panel to add it to the quote.
2. The item appears as a new line in the line items section.
3. The name, description, and unit price are pre-filled from the pricebook.
4. Quantity defaults to 1.

Adding multiple items

Continue clicking items in the pricebook panel to add more. Each click adds a new line. You can add a mix of services and parts to build a complete scope of work.

Adding the same item multiple times

If you click the same pricebook item again, it adds a second line. You can either keep separate lines (useful for different scopes) or delete the duplicate and increase the quantity on the original line.

Step 4: Adjust quantities

For each line item:

1. Click the Quantity field on the line.
2. Enter the correct quantity.
3. The line total recalculates automatically (quantity multiplied by unit price).

Quantity examples

Item	Quantity	Unit	Line total
Lawn Mowing	4	visits	4 x $75 = $300
Copper Pipe	50	feet	50 x $3.50 = $175
Inspection	1	service	1 x $200 = $200

Step 5: Override pricing

You can change the unit price on any line item without affecting the pricebook default.

1. Click the Unit Price field on the line.
2. Enter the new price.
3. The line total recalculates based on the updated price and quantity.

When to override pricing

• Volume discount — Lower the price when the customer is ordering in bulk.
• Special customer rate — Apply a negotiated rate for a repeat customer.
• Market adjustment — Increase the price if material costs have risen since the pricebook was last updated.
• Project-specific scope — Adjust if the work for this particular quote differs from the standard offering.

Price overrides apply only to this quote. Your pricebook defaults remain unchanged.

Step 6: Add custom line items

For charges not in your pricebook:

1. Click Add Line Item to create a blank row.
2. Enter the item name (for example, "Permit Application Fee").
3. Add a description if the customer needs context.
4. Set the quantity and unit price.
5. The line total calculates automatically.

Common custom line items

• Permit fees
• Disposal and cleanup charges
• Travel surcharges for distant locations
• Rush service premiums
• Site-specific accommodations

Custom line items exist only on this quote. They are not saved to your pricebook. If you find yourself adding the same custom item repeatedly, consider creating a pricebook entry for it.

Step 7: Mark items as optional

Optional line items let you present upgrade or add-on options without committing the customer to them.

1. Click the options menu on a line item row.
2. Toggle the Optional flag.
3. The item is visually marked as optional on the quote.

How optional items work

• Optional items appear on the proposal with an "Optional" label.
• They are not included in the quote total by default.
• The customer can choose to include or exclude them when reviewing the proposal.
• If the customer accepts the quote with optional items included, those items become part of the agreed scope.

Strategy for optional items

Use optional items to:

• Offer a premium upgrade alongside the base scope.
• Present warranty or maintenance add-ons.
• Include nice-to-have improvements the customer might want.
• Provide tiered pricing without creating separate quotes.

Step 8: Reorder line items

The order of line items on the proposal matters for readability.

1. Hover over the drag handle on the left side of a line item row.
2. Click and drag the item to its new position.
3. Release to drop it in place.

Ordering recommendations

• Group related services together (for example, all electrical work, then all plumbing work).
• Place the highest-value items first to anchor the customer's perception.
• Put optional items at the end so the core scope is clear before extras.
• Materials and parts can follow their related services.

Step 9: Apply discounts

Line item discounts

1. Click the discount field on a specific line item.
2. Enter a percentage or fixed amount.
3. The line total adjusts to reflect the discount.

Quote-level discounts

1. Scroll to the totals section below the line items.
2. Enter a discount that applies to the entire quote subtotal.
3. The total recalculates with the discount deducted.

Use quote-level discounts for across-the-board promotions. Use line item discounts when only specific items are discounted.

Step 10: Review subtotals and tax

After all line items are configured, review the totals section at the bottom of the quote builder.

Subtotal

The sum of all non-optional line item totals (after any line item discounts).

Tax

Tax is calculated based on your workspace tax settings. Confirm the tax rate is correct for the job location. Tax applies to the subtotal after any quote-level discount.

Total

The final amount the customer will see on the proposal. This equals the subtotal minus quote-level discount plus tax.

Verifying accuracy

Before saving or sending the quote, confirm:

• Every line item has the correct quantity and price.
• Discounts are applied where intended.
• Tax rate matches the job location requirements.
• The total is what you expect the customer to see.

Tips

• Keep your pricebook current. Update prices regularly so quotes reflect your actual rates. A pricebook review once per quarter catches most pricing drift.
• Use descriptions generously. Detailed line item descriptions help customers understand what they are paying for and reduce follow-up questions.
• Save frequently. Save the quote as a draft after adding line items so you do not lose your work.
• Create pricebook items for frequent custom charges. If you find yourself typing the same custom line item on multiple quotes, add it to the pricebook.
• Use optional items for upselling. Present the base scope clearly, then add optional upgrades to increase your average quote value.

Troubleshooting

I cannot find an item in the pricebook

Check your search terms. Try shorter keywords or browse the full list. If the item does not exist, either add it to the pricebook first or use a custom line item.

The price from the pricebook does not match what I expected

Pricebook prices may have been updated since you last used the item. The price at the time of addition is copied to the quote. Edit the line item price on the quote to correct it.

Tax is not calculating

Confirm tax settings are configured in your workspace settings. If tax is set to 0% or disabled, no tax will be calculated.

Optional items are included in the total

Verify the optional flag is enabled on the line item. Optional items should be excluded from the total by default. If they are included, toggle the optional setting off and on again.

Line items disappeared after saving

Line items save with the quote. If items appear missing, refresh the page. If they are still gone, check the quote edit history in the activity feed.

FAQ

Do pricebook price changes affect existing quotes?

No. When you add a pricebook item to a quote, the current price is copied. Future pricebook updates do not change prices on existing quotes.

Can I add the same pricebook item with different prices?

Yes. Add the item twice and set different unit prices on each line. This is useful for tiered pricing or different scope levels.

Is there a limit to how many line items a quote can have?

There is no hard limit. However, proposals with more than 30 line items may be difficult for customers to review. Group items logically and use descriptions to keep things clear.

Can I save a line item configuration as a template?

Line item templates are not a standalone feature. However, you can duplicate an existing quote to reuse its line item structure for similar projects.

What is the difference between a line item discount and a quote-level discount?

A line item discount applies to one specific line. A quote-level discount applies to the entire subtotal after all line items. Use line item discounts for selective price adjustments and quote-level discounts for across-the-board promotions.

Related articles

• Create and Send Quotes
• Track Quote Status
• Create and Manage Invoices