Manage your catalog and pricing

When each salesperson types their own prices, two quotes for the same seminar never land on the same amount. And a price updated in a spreadsheet never reaches the quotes.

Each venue has its catalog, the "Items" section of its settings. You store your rooms, menus, drinks, equipment and packages there once, with their price, tax rate and cost price. Quotes pick from it: price, tax and quantity fill in by themselves.

What you'll learn

• Read the item list and filter it.
• Create an item, with its sale price, cost price and vendor.
• Vary a price with price rules.
• Edit several items at once.
• Import a catalog from a file or another venue.

Prerequisites

• Be a workspace owner or admin. Other roles see "Catalog restricted".
• A venue: each venue has its own catalog.
• Your current prices and the tax rate of each type of service.

1. Read the item list

Open "Settings" > "Venues" > the venue > "Items". The list reads like a table, one section per category.

• Each section header names its columns: type, quotes, margin, price excl. or incl. tax. A column that is empty for the whole category is hidden, such as the margin when no cost price is entered.
• When all items in a category share a rate, it shows once in the header, for example "VAT 10%".
• The "Proposals" column shows how many quotes use the item.
• Under the title, the counters work as quick filters: "17 without cost price", and "2 not priced" when items have no price. The "Not priced" filter isolates them.
• "Search an item" filters by name. The chips filter by category. "Display" sets grouping, sorting ("Name", "Price", "Margin", "Use in proposals"), columns and density.

2. Create an item

1. Click "Add item", or a section's "+" to add straight into that category.
2. Choose the category ("Catering", "Rental", "Accommodations", "Equipment", "Activities", "Staff", "Package"…) and, if you wish, a type.
3. Enter a name and a one-sentence description: they appear as-is on the quote.
4. Under "Sale price", choose "Global" or "Per person", then enter the price, the tax rate and, optionally, the minimum price below which no quote line can go.
5. Under "Purchase", choose a "Vendor" if needed and enter the "Cost price". The margin shows as a rate and an amount in the section header.
6. Under spaces, choose a "Default room" or a "Standard route" so that a quote books the rooms as soon as the item is added.
7. Click "Add".

For a venue that enters prices including tax ("General information" > "Price display"), the form asks for the "Unit price incl. tax" and the minimum price incl. tax. Putting an item in "Package" opens its contents (see Sell bundled packages). For a venue that invoices in its own software, the "Invoicing" section adds the item's code in that software (see Invoice in the venue's software).

3. Edit an item in its panel

Click an item: its panel opens on the right. The name is the title, under the category and type. Then come "Sale price", "Purchase", spaces and "Price rules". The arrows at the top move to the previous or next item.

The save button stays fixed at the bottom, with an indicator when changes are not saved. The panel also reminds you how many quotes use the item, and that editing or deleting it does not change existing quotes.

4. Link an item to its vendor

An item supplied by an outside vendor (caterer, DJ, florist) can be linked to them in the "Vendor" field, or with "New vendor". On the BEO, this item's line goes to them, at the cost price (see Prepare a BEO).

5. Vary a price with price rules

In the panel, click "Add a rule". A rule combines one or more conditions ("Guests", "Period", "Days") with a price: an amount, a price per person or a percentage change from the catalog price, with a floor if needed. Click "Add rule".

The most specific rule wins, and existing quotes don't change. For a venue working including tax, rule amounts and floors are entered including tax.

6. Edit several items at once

When you hover a row, a checkbox appears to the left of the name. Tick it to start a selection: the action bar appears at the bottom.

• Shift + click ticks every row between two boxes.
• The x key ticks or unticks the active row, and Escape clears the selection.
• The selection is limited to the items shown: an item hidden by a filter or a search is not changed.
• The bar offers "Category", tax, "Duplicate", "Copy to…" another venue and "Delete".

7. Import a catalog

• From another venue: "Import from…" at the top of the list, or "Copy to…" on a selection.
• From a file: "Import a file" accepts a CSV or Excel file. Columns including tax (unit price, price per person, minimum price) are converted with each line's rate (see Import and export your data).

Example: a wedding estate's catalog

An estate puts its three rooms in "Rental", its per-person catering menus in "Catering" and its DJ in "Activities", linked to the vendor who provides it, with its cost price. The margin shows in the list. A rule lowers the reception hall by 10% on weekdays. At the start of the season, it selects its menus and changes their tax rate in one go.

Troubleshooting

An item does not appear on the quote

Cause: it belongs to another venue's catalog than the event's. Solution: check the event's venue, or copy the item to that venue with "Copy to…".

The margin column disappeared

Cause: no item in the category has a cost price. Solution: enter the "Cost price" of at least one item: the column comes back.

I can't delete an item

Cause: the item is part of a package. Solution: remove it from the package's contents first.

Frequently asked questions

Does changing a price change existing quotes?

No. Quotes keep the price from when the line was added. Only future quotes start from the new price.

Can I adjust a price on a quote?

Yes, line by line, without changing the catalog. The only limit is the item's minimum price.

Does each venue have its own catalog?

Yes. The same service can have a different price from one venue to another.

See also

• Sell bundled packages
• Create a professional quote
• Manage your venues and their spaces
• Billing settings