Set up your product catalog: products, sets and prices

What is the product catalog in stipt?

The product catalog is the list of everything you put on a quote, each item with a fixed price. In stipt the module is called Products. You manage it under Settings > Products, in the Modules group. The module has four tabs: Catalog, Sets, Categories and skills, and Badges.

Products is on by default, so there is nothing to install from the Module center first. You do switch the Products block on per record type, on the Modules tab of the CRM builder. Settings are for admins, so an admin sets up the catalog. Products is not an add‑on: it is part of the regular price per member.

The catalog is the source for the rest of stipt. Quote lines come from it, the Products block on a record shows what the customer is getting, a form can let people tick products, and with the Accounting module those same lines go onto the invoice.

What do I record for each product?

The product window has four groups. Under Product you enter the name, brand, SKU and category. Under Price you set the sale price, purchase price, VAT rate (21%, 9% or 0%) and unit. Under Texts you write a description, an internal description and optional product data. Under Photo and datasheet you attach a product photo and a datasheet as a PDF.

The purchase price and the internal description are internal only. They never appear on a quote or on the page the customer sees. The datasheet does: on the quote page the customer downloads the datasheets of the products on their quote through the Attachments button.

Product data is a formatted field, with bold text, lists and links. With the Product data block, that information comes along as a table per product in an email or in the quote PDF. Products without data are skipped.

You can type or paste amounts the way you are used to: 1.299,00, 1,299.00 and €1.299,00 all come through correctly. If stipt cannot recognise an amount, the field turns red with the message “Amount not recognised” and you can only save once it is fixed. It is never silently turned into €0.00.

How do I get my products into stipt?

Create single products with the Create product button on the Catalog tab. If you already have a product list, import it through Manage on the same line. The price columns of the import follow the same rules as typing an amount.

In the Catalog you search by name, brand, SKU or description. You can also filter by category, with the number of products per category, and switch between Active and Archived. That keeps a product easy to find, even in a long list.

If you work with an API integration, it can look up the product catalog with its categories. Quote lines that come in through the API are matched to a catalog product automatically, by name or SKU.

What are product sets and when do you use them?

A set bundles several products with fixed quantities. Think of a complete bathroom, or a fixed package that comes with every installation. You manage sets on the Sets tab of the Products module.

In the quote builder you place a set with one click. Every product in the set then lands in the quote as a separate line, with its own price and VAT rate. From there you work with those lines like any other quote line.

If you use skills to decide who may quote which products, that applies to sets as well: a set is only visible when every product in it falls within that team member's access.

How do I control which team member can quote which products?

You do that with categories and skills. On the Categories and skills tab you add categories, rename them and drag them into order. Ticking Skill turns a category into a skill.

Next, under Settings > Members, you tick the skills each team member has. A member with skills only sees products from those categories in the quote builder, and can only save quotes with them. Nothing ticked means this member can do everything. Admins always see the full catalog, and products without a category and free lines stay available to everyone.

The agenda uses the same skills. If you set required skills on an appointment type, a technician only gets appointments that match their skills.

Prices are shielded too. A member with the Field worker work profile only sees the product name and quantity in the products block, without purchase, sale or total prices.

How do I change prices without rebuilding every quote?

You adjust sale prices in bulk through Manage in the Products module: by a percentage, for all products or only the ones you select.

If catalog prices have changed since you drafted a quote, the quote builder shows a banner with an Update prices button. It brings the quote lines up to the current prices and also refreshes their cost price. A version that has been sent never changes again: every edit after that becomes a new version, so you can always retrieve exactly what the customer saw.

If you agree fixed prices with customers, for example consumers, you can switch a quote template to prices including VAT. Type €3,000 and the quote total is exactly €3,000, with stipt calculating the VAT back.

What does the Products block on a record do?

The Products block shows, per record, which products the customer is getting. It collects the lines from accepted quotes automatically, with the quote price and VAT rate. You can also add lines yourself: from the catalog, or as a free line with name, quantity, unit price, VAT and an internal cost price.

The table is locked by default. The pencil switches it to edit mode, where you adjust manual lines, hide a quote line or add products. To give a discount after acceptance, adjust the unit price of a line or add a discount line through Add line. The quote itself stays untouched.

Badges label manual lines, such as the default badges for extra work billed to the customer and extra work at your own expense. An admin manages badges on the Badges tab. A badge marked Own cost is switched off in the invoice wizard.

The print button downloads a packing slip as a PDF, with each product's name, quantity, internal description and photo. With the Accounting module this block is also the source of your invoice: in the send wizard you only tick lines on or off.

How do I use products in forms, lists and the agenda?

Forms have two field types for products. The Product list shows the person filling in, read‑only, which products are on the record, with quantity and name; the table is in the PDF too. With the Product picker, the person filling in ticks products and sets a quantity, without seeing prices. You decide which categories or individual products can be chosen. When you accept the submission, you choose which products go onto the record as lines, with the quantity and a badge.

In Lists you pick the Products source: one row per product line on a record. That is how you build, say, an order list of all product lines for next week and export it to Excel.

In the agenda you switch on the product list in the hover card through the view settings. Hover over an appointment for a moment and you see which products need to come along. That helps with work preparation.