Products

Workbooks can store details about the products and services you sell or buy. Using Products is optional, and you can use all other parts of the CRM without them. If you want to track and report on Products sold, or keep Product details consistent, you’ll need to set up your Products in advance.

A Product requires a reference code (product code) and can optionally include a description. You can also assign it to a category to help with grouping and reporting.

Product categories and units (for example, per hour or pack of 10) are set up in Configuration. You can also create units as you add Products.

You can also add custom fields to Products as well. When doing this, make sure Copy value to line item is enabled so the information carries through correctly to transaction line items.

You can set a Product as available to buy, sell, or both. This is especially useful if you resell Products. If a Product needs different units when buying versus selling, you’ll need to create separate Product records for each.

Products marked as ‘Available to be sold’ can be used in customer transactions, such as Quotations. Products marked as ‘Available to be bought’ will appear in supplier transactions, such as Supplier Orders. If a Product isn’t enabled for buying or selling, it won’t be available to select on the relevant transaction line items.

Each Product can have a default selling price, cost, and sales tax code. These values appear automatically on transactions, but you can change them or apply discounts as needed. Workbooks uses the default or edited values to calculate the gross margin.

You can also link Products to Notes and Activities, which is useful for storing extra details and scheduling Product reviews.

Go to Start > Marketing > Products to open the Products landing page. By default, you’ll see these views:

• All Products – every Product in your database
• All Products for Sale – Products marked as available to sell
• All Products for Buying – Products marked as available to buy

You can customize this landing page, just like others in Workbooks. This includes grouping, filtering, and saving your own views. For more details on customizing views, click here.

Go to Start > Marketing > Products to open the Products landing page.

You can add Products one at a time or import them in bulk. Workbooks supports CSV (comma‑separated values) files, which is a common format for moving data between systems.

To create a new Product manually, click ‘New Product’. The only required field is the Product code, but adding as much detail as possible, will make Products easier to use and report on.

When finished, click ‘Save & Close’. The Product you’ve created will now be available to add as a line item to Opportunities, Quotations, Orders, Invoices and Credit Notes.

You can’t delete a Product that’s already been used on a transaction, but you can stop it being used in future by unticking the ‘Available to be sold’ checkbox.