Manage your catalog and pricing

Every venue has a catalog of reusable items: space rental, catering menus, beverages, options and equipment. In the app, this catalog is the venue's “Items” section. You build it once, then draw from it for every quote: your prices stay consistent and you save time. This article explains how to populate, organise and maintain that catalog so it becomes the backbone of all your quotes.

A well-kept catalog is what separates a rushed quote from a professional one sent in minutes. Each item carries a name, a price and a VAT rate, and is reused from one client to the next with no re-keying and no risk of a wrong rate.

Prerequisites

Before building your catalog, gather these things to save time.

• Have a venue to attach the catalog to (each venue has its own item catalog).
• Have your current prices and the VAT rates applicable to each type of item at hand.
• Know which category each thing you sell belongs to: packages, rental, catering, accommodation, equipment, activities, staff.
• Have sufficient rights to access the venue's catalog and create or edit items there.

What you'll learn

• Add items to your catalog, each with a price and a VAT rate.
• Organise items by category so they are easy to find.
• Keep your prices up to date over time.
• Understand how the catalog feeds your quotes without changing those already issued.

Build your catalog

The catalog gathers everything you offer on a regular basis. Start by adding the items that come up most often in your quotes, then complete it over time.

1. Go to “Settings” then “Venues”, open the venue and its “Items” section: the list of existing items appears, grouped by category.

1. Click “Add item”. Pick a category and a type, then give it a name (“Main hall rental”, “3-course catering menu”) and, if needed, a description.
2. Choose the “Price Mode” (“Global” or “Per person”), enter the price excluding tax and the tax rate. Optionally, the “Cost price” shows your margin and the “Minimum price” sets a floor no quote line can go below.

1. Save: the item joins the catalog and becomes available for all your future quotes.

Organise your items

Sort your items by category so you can find them at a glance when building a quote. A tidy catalog is one you actually use.

1. File each item under its category: “Package”, “Rental”, “Catering”, “Accommodations”, “Equipment”, “Activities” and “Staff”. Each category splits into types, for example breakfast, lunch or beverages for catering.
2. Edit an existing item to fix its label or its category.
3. Remove an item you no longer offer to keep the list useful.
4. To act on several items at once, tick them: the action bar lets you apply a tax rate, change the “Category”, “Duplicate”, “Copy to…” another venue or “Delete”.

Keep your prices up to date

Prices change: a menu goes up, an option gets re-priced. Update the catalog so your next quotes always start from the right price.

1. Open the item and edit its price.
2. Check the VAT rate if it has changed, so quotes stay compliant.
3. Save: the new value applies to quotes created from now on.

For a price that varies, open the item, then “Manage rules” and “Add a rule”. A rule sets a price or a percentage of the catalog rate by headcount (“From”, “Up to”), a date range or certain weekdays. The quote applies the rule that matches the event.

Item field reference

Here is the meaning of each element an item in the catalog carries.

• Name: the item's label, copied as is onto your quote lines.
• Price: the item's base rate, the starting point of every quote that uses it.
• Price mode, cost and floor: “Global” or “Per person”; the “Cost price” is used to compute the margin; the “Minimum price” is enforced on every quote line, which is refused below it.
• VAT rate: the tax applied to the item, essential for compliant quotes.
• Category and type: the category (“Package”, “Rental”, “Catering”, “Accommodations”, “Equipment”, “Activities” and “Staff”) and its sub-type, used to sort and group the list.
• Venue: the site the catalog, and therefore the item, is attached to.

How it works

The catalog is a reference library: quotes draw from it, but once a line is added to a quote, it lives its own life. Editing the catalog therefore does not alter quotes already issued.

1. When you create a quote, you draw items directly from the venue's catalog.
2. The name, price and tax are copied onto the quote line when you add it. The price takes the “Per person” mode and the item's price rules into account.
3. You can then adjust the quantity or price on the quote without touching the catalog.
4. A later change to the catalog only applies to future quotes, never to past ones.

This decoupling protects your sent quotes: you can evolve your prices freely without fear of altering a document already shared with the client.

Edge cases

A few common situations are worth anticipating to get the most out of the catalog.

• One-off item: a unique request can be entered directly on the quote, without cluttering the catalog.
• Mid-season rate increase: update the price in the catalog; quotes already sent keep the old rate.
• Several venues: each venue has its own items, and the same service can have a different price there. To avoid retyping, use “Import from…” at the top of the list, or select items and choose “Copy to…”.

Tip: review your catalog at the start of each season. A few minutes refreshing prices saves you from sending a quote with an outdated rate.

Best practices

• Use clear, explicit titles: they appear as-is on your quotes.
• Check the VAT rate of every item: it is prefilled from the venue's country, not from the nature of the service.
• Keep the catalog lean: remove what you no longer sell so you only draw from what's useful.
• File each item under the right category so you find it fast when quoting.
• Review prices at least once per season to avoid outdated rates.

Troubleshooting

Problem: an item does not appear when you build a quote.

Cause: the item belongs to the catalog of a different venue than the quote's.

Solution: check you are working on the right venue's catalog, or bring the item over with “Import from…”.

Problem: a quote shows an outdated price.

Cause: the catalog price was updated after the quote was created.

Solution: edit the line directly on the quote; new quotes will start from the up-to-date rate.

Problem: a quote's VAT looks wrong.

Cause: the item was created with the wrong tax rate, or the rate has changed since.

Fix: correct the tax rate on the item, in “Items”, for future quotes, and change the tax directly on the affected quote line.

Real-world example

A wedding estate enters each space rental once, three catering packages, its drinks list and a few options (DJ, photobooth). Each item carries its price and its VAT rate.

When an enquiry comes in, the team draws these items from the catalog and a consistent quote is ready in minutes, at catalog rates, with no re-keying and no missed VAT.

Another example

An event caterer files its items under three categories: “Catering” (menus and beverages), “Staff” (waiters, head waiter) and “Equipment” (tableware, furniture). Each line carries its pre-tax rate and its VAT, sometimes different between food and alcohol.

At the start of the year, it bumps the menu prices in the catalog in one pass. Quotes sent the previous year stay intact, but every new proposal automatically starts from the refreshed rates.

FAQ

If I change a price in the catalog, do my old quotes change?

No. The catalog is a starting point: quotes you already created keep the prices set at the time. Only your future quotes start from the new rate.

Do I have to put everything in the catalog?

Add what comes up often. A one-off item can always be entered directly on a quote without cluttering your catalog.

Can I change an item's price at quote time?

Yes. The catalog price is a starting point: you can adjust it on the quote line without changing the reference value. The only limit: if the item has a “Minimum price”, the line cannot go below it.

Does each venue have its own catalog?

Yes. The catalog is attached to the venue, which lets you have different prices from one site to another.

What happens if I delete an item from the catalog?

It disappears from future quotes, but existing quotes that contained it keep the line and its original price.

How do I file an item that spans several categories?

Choose the category that matches its main nature; the goal is to find it quickly, not to classify it perfectly.

Is the VAT rate mandatory?

Yes. The field is required and prefilled from the venue's country. Check it on every item: it is what guarantees compliant quotes and saves you from fixing the tax by hand.

See also

• Create a professional quote
• Manage your venues and catalogs
• Billing settings