Product catalogs

With product catalogs, you can assign prices different from the default prices to the accounts you want. You can link one catalog to an account at a time and choose whether they can only purchase products from this catalog or also other products. All catalogs are managed under More > Products > Catalogs, where you can filter catalogs by account or status.

Permissions: Products and CPQ
PSA plans: Business, Enterprise, Enterprise+

Adding a New Product Catalog

1. Go to the section More > Products > Catalogs
2. Click +Add Catalog
3. Name catalog.
4. Save.

You will see a blank catalog page where you can add products for pricing and link the catalog to accounts.

Adding and Removing Products from the Catalog

A product can be added to the catalog either directly from the selected catalog or from the general product list, see instructions below. Removing a product from the catalog is done within the catalog.

 

Adding in the product list

1. Go to the section More > Products.
2. Select the product/products from the list by clicking the checkbox in front of the products.
3. Click Add to catalog from the header row.
4. Choose existing catalog from the list or Add new catalog.
5. Save.

Adding and removing in the catalog

1. Click +Add products in the selected catalog.
2. Select the product/products from the list by clicking the checkbox in front of the products.
3. Click Add products to catalog.

Products can be removed from the catalog by checking the boxes and then clicking Delete from the header row.

Product pricing in the catalog

You can define catalog-specific sales prices for each product in the catalog. Price changes in the general product registry do not affect the pricing of the same product in catalogs, and vice versa.

1. Go to the section More > Catalogs > the selected catalog.
2. Edit the product information you want directly from the list. Changes will be saved automatically.

Linking the catalog to an account

Once you have added and priced the products in the catalog, you can link the catalog for use with the accounts you choose. You can see the linking information at the top right corner of the product catalog. You can link only one catalog at a time to an account and choose whether they can purchase only products from this catalog or from other ones as well.

1. Go to the section More > Products > Catalogs > selected product catalog.
2. Click on Linked to x account in the upper right corner.
3. Click the green plus button.
4. Select the account from the dropdown menu.
5. Save.
6. Once you have added the accounts, use the toggle to specify whether only the products from this catalog should be used for the hours, quotes, and invoices for the selected account, or if other products can also be included.

You can make the same selection on the account card:

1. Go to the account card section Invoicing details > Edit.
2. Activate the Only use catalog products -setting.
3. Select the catalog from the dropdown menu.
4. Save.

Exporting catalog products to Excel

You can export the catalog products to Excel by first selecting all or some rows in the catalog and then clicking the Export button above the list. 

Renaming and Archiving the Product Catalog

You can rename or archive a catalog, e.g., the price lists from the previous year that are no longer used in new sales. 

1. Go to the section More> Products > Catalogs.
2. Select from the three-dot menu in front of the row: Rename catalog or Archive.
3. When archiving a catalog that has been linked to accounts, please select one of the following: 
   -Remove catalog from accounts: all accounts linked to this catalog will lose their active catalog. 
   -Choose new catalog and link to accounts: all accounts linked to this catalog will switch to the new active catalog you choose from the dropdown menu.
4. Click Archive.

The catalog can later be reactivated from the same location.