Add Products

Create a new product

Table of contents:

Adding products to your services helps you manage your product-related costs quality control, as you know which products were used as part of each service.

You can determine whether you want to enable admins to add products to the booking beforehand when creating a new booking manually, and/or whether you want to enable field workers to be able to add products used once completing a job. The products added will affect the service price according to the cost and markup set for each product.

If your business sells products as a part of their services, you can allow your users to add products to the selected services when creating a new booking. You can also make your products visible to your customers in your emails and attachments, as well as in your Branded App.

You can add extra marketing information and material to your products and attach images and PDF documents that can be shared with your customers. This information can be displayed in your quote/booking/invoice emails, as well as for your customers when placing a booking in the customer portal.

How to create a new product?

From the admin user or fieldworker web view, 

  1. Go to Settings
  2. Click on Services settings 
  3. Select Products, from the side menu on the left.

You will be redirected to the products page, click on New product

The new product form will appear so you can fill the following:

1. Name: add your preferred product’s name.

2. Item code: insert your product code, which is the item reference code that is generally used in the operations of a business to call a certain product in production or the early design phase.

3. Tax rate: select the tax ratio applied to the products, which is the percentage of an individual or corporation taxed.

4. Unit label: set the base measurement unit for your product. For example liters, Gallon, centimeters, etc. 

5. Cost per unit: this is the cost per unit for your business. For example, if you set “Unit label” to be a liter and “Cost per unit” to be 10$, it means that the one liter costs 10$.
When a customer selects a service and selects a product to be used when doing this service, the product price will be added to the service price. This field is optional, if you don’t want the product to affect the service price, you can leave the cost per unit field without any value.

6. Markup per unit: set your percentage over the cost. “Markup is the ratio between the cost of a product and its selling price. A markup is added into the total cost incurred by the producer of a product or service to cover the costs of doing business and create a profit.” The cost per unit + markup will determine the price for the customer. This field is optional too.

7. Product description: extra details and long description text about your product that you would like to display to your customers.

8. Product visibility: decide if you want this product to be visible to all users (customers, field workers, and office users) or only to your office users and the fieldworker who created it.

9. Add product specification: in addition to the product description, you can also add product specifications. For example, name “size” and value “500ml”.

10. Product image: Upload an image of your product.

11. Attachments: you can upload files related to your product to be attached to; for example,  upload a user manual of your new product or PDFs related to the product.

12. Assign products to services: assign the product to the services related to it. If you added your products without assigning them to any service, they will appear in all services by default. Otherwise, if you assign your product to specific services, then only the products assigned to the service will appear for the user when making a new booking and choosing that service.

13.Then click on Save.

How to manage product visibility?

You can determine whether you want to enable admins to add products to the booking beforehand when creating a new booking manually, and/or whether you want to enable field workers to be able to add products used once completing a job. The products added will affect the service price according to the cost and markup set for the product.

From the admin user or fieldworker web view:

  1. Go to Settings
  2. Click on Services settings 
  3. Select Products, from the side menu on the left.

Using the toggle buttons as shown below:

  1. You can enable admins to add products to the booking when creating a new booking, if the toggle button is disabled, the users won’t be able to add any products when creating a new booking.
  2. You can manage whether you want these products to be visible to customers in the branded app, emails, and attachments. 
  3. Determine whether you want fieldworkers to be able to add products used once completing a job or not.
  4. Decide whether to show product cost breakdown in quotes and invoices or not.
  5. Decide whether to show product thumbnail in estimates or not.

How to import and export products?

From the admin user or fieldworker web view, go to:

  1. Go to Settings
  2. Click on Services settings 
  3. Select Products, from the side menu on the left.

  1. To import products, click on Import Products as shown below:

A pop-up menu will appear.

  1. Read the instructions and click on Download template and fill in the information you want to import.
  2. Select whether to add header row or not using the toggle button.
  3. Click on Upload file and select your products’ file.

2. To export products, click on Export Products as shown below:

The exported file contains all your products records and all their related data. This includes product name, availability, product code or item code, product tax rate, unit label, cost per unit, markup per unit (%), item description, and image URL.

 A pop-up window will appear.

To download your products list click on Download file

How to enable/disable the feature?

To enable/disable the product feature. From the admin web view

  1. Go to Settings
  2. Click on Company Settings
  3. Select Users from the side menu bar on the left of the page. 

  1. Click on the Roles tab.
  2. Click on Assign Credentials from the account admin perspective.

To enable the product feature, click on the checkbox.

To disable the product feature, untick the checkbox. 

After disabling the product feature, the product icon will disappear from the service settings from the side menu bar on the left side of the page. 

How to sync products with Xero?

To sync products with Xero, from the admin user web view:

  1. Go to Settings 
  2. Click on Financial settings
  3. Select Xero Integration from the side menu on the left.

Click on Connect to Xero Icon  

A pop-up window will appear to either log in or sign up.

After logging into your account, you can sync the products with Xero by clicking on Push to Xero as shown below: 

How to sync products with Quickbooks?

To sync products with Quickbooks, from the admin user web view:

  1. Go to Settings 
  2. Click on Financial settings
  3. Select Quickbooks Integration from the side menu on the left.

Click on Connect to Quickbooks

A pop-up window will appear to either sign up or sign in with your account. 

How to add a product and a custom product in the fieldworker’s application?

You have to create a booking to be able to add a product.

To add a product to an exisiting booking, when logged in as a fieldworker from the mobile app: Click on Bookings > All from the left side menu bar on the top of the page.

To view all options, go to the All Bookings page and click on the Show more icon

Click on Actions to view the whole page’s options to add the required product

Click on +Add so you can select one or more products with additional costs. Then, click on calculate to add the cost of the product.

You can search for a specific product or create a new one, then select the desired product.

Click on Save 

Add the desired quantity of any product with a specific markup or discount, either by percentage or dollar currency.

Then click on Save

You can still add more products in this stage by clicking on the button +Add

Then Click on Save.

The product will be shown to the fieldworkers as shown below.

If you need to add custom product from fieldworker app view. 

Click on Add +New Custom Product

You will be directed to the next page to add the product name, cost and the markup 

After that click on Save 

How do admin users add products and new custom products from the booking/quote form?

A custom product is unique, and can only be sold to a single customer or a small number of customers. This product is created to meet a variety of requirements, such as color, cost amount, and so on. 

From the booking form:

To add a new custom product, from the admin user web view,

  1. Click on Bookings 
  2. Create New from the side menu bar on the left of the page. 

You will be redirected to the new booking page, scroll down to “Services”, then click on Add service

Select the services that you want to add by clicking on the + icon as shown below, or you can add a new service. To create a new service, click on Create a new service, you will be redirected to the Create a new service page. To learn more about creating new services, click here

A products tab will appear so you can add your preferred products or create a custom product, click on the Add icon

*Note that: You have to enable admins to add products to the booking beforehand when creating a new booking manually.

A Pop-up window will appear, select a product from the list below.

  1. Or Click on Add custom product, to add a new custom product.
  2. After you select a product from the list, click Add

It will navigate you to the custom product field, and the admin users will be able to preview it as follows:

  1. Description: is a statement that gives details about customized items that are made for a specific buyer.
  2. The Cost: usually offers special prices for the customers who want special products.
  3. Markup: the amount that is added to the cost price of the customized product and it is shown as a percentage or dollar currency icon above the cost, which you can select from.
  4. Subtotal: is auto-generated, and calculates the cost of the product that the customer should pay which is added to the markup.

From the quote form:

The admin users can add new custom products in another way,

  1. Go to Quotes
  2. Click on Create New from the side menu bar on the left of the page.

You will be redirected to the new quote page, scroll down the Services tab, click on Add service

Select the services that you want to add by clicking on the + icon as shown below, or you can add a new service. To create a new service, click on Create a new service, you will be redirected to the Create a new service page. To learn more about creating new services, click here

A products tab will appear so you can add your preferred products or create a custom product, click on the Add icon

*Note that: You have to enable admins to add products to the booking beforehand when creating a new booking manually.

A Pop-up window will appear, select a product from the list below.

    1. Or Click on Add custom product, to add a new custom product.
    2. After you select a product from the list, click Add

You can then add your new custom product as shown below:

  1.  Description: is a statement that gives details about customized items that are made for a specific buyer.
  2. The Cost: usually offers special prices for the customers who want special products.
  3. Markup: the amount that is added to the cost price of the customized product and it’s expressed as a percentage or dollar currency icon above the cost.
  4. Subtotal: is auto-generated that calculates the cost of the product that the customer should pay added to the markup.

How do fieldworkers add products and new custom products from the booking/quote form?

A custom product has sufficiently unique characteristics and can only be sold to a single customer or a small number of customers. This product is created to meet a variety of requirements, such as color, size, and so on. 

From the booking form.

To add a new custom product, from the fieldworker’s web view, 

  1. Go to Bookings 
  2. Click on Create New from the side menu bar on the left of the page

You will be redirected to the new booking page, scroll down the Services tab, then click on Add service

Select the services that you want to add by clicking on the + icon as shown below, or you can add a new service. To create a new service, click on Create a new service, you will be redirected to the Create a new service page. To learn more about creating new services, click here

A products tab will appear so you can add your preferred products or create a custom product, click on the Add icon

*Note that: You have to enable admins to add products to the booking beforehand when creating a new booking manually.

A Pop-up window will appear, select a product from the list below.

    1. Or Click on Add custom product, to add a new custom product.
    2. After you select a product from the list, click Add

You can then add your new custom product as shown below:

  1.  Description: is a statement that gives details about customized items that are made for a specific buyer.
  2. Cost: usually offers special prices for the customers who want special products.
  3. Markup: the amount that is added to the cost price of the customized product and it’s expressed as a percentage or dollar currency icon above the cost.
  4. Subtotal: is auto-generated that calculates the cost of the product that the customer should pay added to the markup.

From the quote form.

The fieldworkers can add new custom products in another way

  1. Go to Quotes
  2. Click on Create New from the side menu bar on the left of the page. 

You will be redirected to the new quote page, scroll down to the Services tab, then click on Add service

Select the services that you want to add by clicking on the + icon as shown below, or you can add a new service. To create a new service, click on Create a new service, you will be redirected to the Create a new service page. To learn more about creating new services, click here

A products tab will appear so you can add your preferred products or create a custom product, click on the Add icon

*Note that: You have to enable admins to add products to the booking beforehand when creating a new booking manually.

A Pop-up window will appear, select a product from the list below.

    1. Or Click on Add custom product, to add a new custom product.
    2. After you select a product from the list, click Add

You can then add your new custom product as shown below:

  1. Description: is a statement that gives details about customized items that are made for a specific buyer.
  2. Cost: usually offers special prices for the customers who want special products.
  3. Markup: the amount that is added to the cost price of the customized product and it’s expressed as a percentage or dollar currency icon above the cost.
  4. Subtotal: is auto-generated, it calculates the cost of the product that the customer should pay added to the markup.

 How do products appear in bookings/invoices/quotes PDFs?

Bookings:

To view the products PDF from the admin web view, from the side menu bar on the left of the page navigate to 

  1. Bookings 
  2. All Bookings

From the All Bookings page click on:

  1. Actions 
  2. View booking 

To preview the product in PDF, navigate to  

  1. Customer
  2. Preview Booking

A PDF will appear showing the booking preview and the products used.

To print the PDF, go to 

  1. Click on Actions 
  2. Print PDF 

Invoices:

To view the products PDF from the admin web view, from the side menu bar on the left of the page navigate to 

  1. Invoices 
  2. All Invoices 

From the Invoices list page, on the invoice you wish to view

  1. Click on Actions
  2. Select Preview invoices  

Admin users will be able to view the product PDF through the preview Invoice as shown below.

Quotes:

You have to create new Quotes then Add Service>Add the product needed then to view the products PDF.

On the admin web view, from the side menu bar on the left of the page navigate to 

  1. Quotes
  2. All Quotes

 From the All Quotes page, on the quote you wish to view

  1. Click on Actions
  2. Select Preview PDF

Admin users will be able to view the product PDF through the preview Quote shown below. 

How do products appear in Email attachments?

  • Booking attachment:

This is how a product appears in the booking PDF attached to the email sent to the customer. Showing the product name, quantity, and total price. To know how to Email a booking to a customer click here.

  • Invoice attachment:

This is how a product appears in the invoice PDF attached to the email sent to the customer. Showing the unit price, quantity, and total price. To know how to Email an invoice to a customer click here.

Product: Use Cases

Here are some use cases that highlight how to benefit from the Product feature for different industries. These are some of the best suggestions that business owners can get ideas from or even replicate when creating their own products for services on OctopusPro, to detail their process and their customer’s positive experience. Here is a step-by-step guide to creating different products for different industries.

Beauty Care Salon: Beauty & More

To use the product feature you have to create a service to add the product to it. In this case,  Beauty & More can use the product feature which is hair treatment as keratin and protein and the custom product is a special formula of Brazilian oils used as heat protection. 

From the admin user or fieldworker web view, go to 

  1. Settings 
  2. Services Settings
  3. Products 

You will be redirected to the products setting page, in order to add a new product click on the New product

Then, create and fill in all the required information that is desired for adding the product. This information could include things like name, cost per unit, product description, product visibility, product image and assign product to services. 

To add new custom products if needed from the booking/quote form.

  1. Click on Bookings 
  2. Create New from the side menu bar on the left of the page. 

You’ll be redirected to the new booking page, scroll down the Services tab, click on Add service

Select the services that you want to be added by clicking on the + icon as shown below, or you can add a new service. Click on Create a new service it will redirect you to the Create a new service page, to learn more about creating new services, click here

A products tab will appear so you can add your preferred products or create a custom product, click on the Add icon

A Pop-up window will appear,

  1. Click on Add custom product
  2. Add

A custom product has sufficiently unique characteristics which is a special formula of Brazilian oils with Heat Protection, Argan Oil & Keratin Formula that it can only be sold to a single customer or a small number of customers. This product is created to meet a variety of requirements, such as color, size, and so on. 

 For more information please visit Octopuspro user guide, and subscribe to our youtube channel.

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