Products and Services enable you to add product charges, like light bulbs, and service charges, such as locker rental fees, to invoices and content. Curate a list of billable items, including a price list of labor, materials, and other services. You will then add them to an invoice, service request, or piece of interactive content to collect payment.
Products and Services
When you first navigate to the Products and Services tab under Billing and Payments, you will see the Product/Service catalog. This is where you can view all of your available products and services, and easily create new items.
You can view the product name, category, type, as well as charge code, rate, markup, tax, and amount if applicable. Use the Actions menu to Edit or Delete a product or service. Search and filter using the menus along the top of the table to locate a specific product or service.
Categories
Before you can add any Products or Services to the catalog, you must first make a Category. This organizes products and services into a Products or Services type.
When creating a Category, select whether it should be designated as Products or Services. This is important later in the charge creation process. Name the Category and optionally include a description. Select the three dot menu in the category table to edit or delete.
When deleting a Category, you will see a warning asking you to confirm, as this action cannot be undone. Select Delete again to confirm.
If the category is currently connected to existing products or services, you will receive a warning. You will need to re-categorize or delete these before proceeding with deleting the category.
Charge Codes
Charge Codes connect to financial statements if using an accounting integration. Select Create charge code and add the code identifiers as they are mapped in your accounting system.
Select the three dot menu in the Charge Code table to edit or delete.
When deleting a Charge Code, you will see a warning asking you to confirm, as this action cannot be undone. Select Delete again to confirm.
If the Charge Code is currently connected to existing products or services, you will receive a warning. You will need to edit these to use a different charge before proceeding with deleting.
Product/Service Catalog
After your Categories and Charge Codes are established, you can begin adding new products and services to your catalog.
Name the product/ service. By selecting the Type as Product or Service, the Category drop-down will only show Categories of that type. Categories can be created on the fly by selecting Create category. Add or create a Charge code if applicable. Include an optional Description.
When it comes to pricing, add the Rate (note that you can include up to two decimal places). From there markup and/or tax can be applied (note that tax can be entered with up to three decimal points, for example, 3.012%). These can be a Fixed dollar amount or a Percentage. The Pricing summary displays the total amount you can expect when applying the product/service.
Apply Tax pulls from the rate set under Billings and payment settings and can be adjusted from this view if necessary.
Add and Edit Charge Codes
- Navigate to the Billing & Payments section, then to to the Charge Codes panel.
- In the Actions column, use the dropdown to select ‘Edit’ or ‘Delete’.
- Editing: Update the Charge Code, GL code, or description as needed.
- Deleting: If the Charge is linked to active products, exceptions, or subscriptions, the system will display a warning detailing the number of linked items that must be updated before deletion is permitted.
Exceptions
With lease agreements, tenants often have agreed-upon prices for certain products or services and should see those prices when purchasing these products or services. This is typically relevant to work orders and would be addressed via product Exception pricing, which overrides your default pricing instead of requiring you to create separate products or services.
Exceptions can be applied to a specific user or a specific company. When they are applied to a company you will only see the effects of that exception when you create a manual charge for that company. Note that a Company Exception does not apply to individuals belonging to that company - it is targeting the company itself as an entity.
When creating an exception, it asks you to pick an individual Customer to whom the special pricing applies. Decide to apply the exception to Products or Services. From there the Category drop-down populates with available options. Select Apply to all products in the category or select the specific Product/service name(s).
Pricing Exceptions can override rate, markup, and/or tax. Enter new values where needed. Save when complete.