Services and Products is the catalog of everything you sell to customers — the recurring services, software licenses you resell, and physical products you procure. Once items are in the catalog, you can add them to customer Contracts, Projects, and Tickets without re-entering details every time. This article covers building out each of the three catalog tabs.
What's in the catalog
Go to Configurations → Services and Products.
The page has three tabs, which together are why the URL says psl:
- Services — recurring or one-time labor-based offerings (e.g., On-Site Support, vCIO Hour, Onboarding Package).
- Licenses — software you resell to customers (e.g., Microsoft 365 Business Premium, Huntress, NordLayer).
- Products — physical items you procure on customers' behalf (e.g., Dell OptiPlex 7000, Meraki MX67).
Each tab is a separate list with its own Add new button. The structure is similar across all three.
Standard catalog fields
Every catalog item has:
| Field | What it does |
|---|---|
| Name | Display name used everywhere the item appears. |
| Description | Longer details. Shows on contracts and invoices unless overridden. |
| Category | Your own classification (e.g., Project Labor, Network Hardware, Security Software). |
| Cost | Your cost from the vendor or your internal cost. |
| Price | What you charge the customer. |
| Update date | Last time the item was edited. Useful for spotting stale pricing. |
The Cost vs. Price split is the foundation of your margin reporting — set both honestly and you can pull profitability data later.
Add a Service
- Click the Services tab.
- Click + Add new service.
- Enter the Name, Description, Category, Cost, and Price.
- Save.
Example: On-Site Support / Project Labor category / Cost $70.00 / Price $150.00.
Add a License
- Click the Licenses tab.
- Click + Add new license.
- Enter the same fields, with Cost and Price reflecting your per-seat or per-instance economics.
- Save.
Licenses appear in the Licenses tab on customer Contracts, where you set the Quantity per customer (e.g., 78 seats of Microsoft 365).
Add a Product
- Click the Products tab.
- Click + Add new product.
- Enter the fields.
- Save.
Products are typically used as Materials on Tickets and Projects — the physical things you ordered for a customer that need to roll up to an invoice.
Use catalog items downstream
Once an item is in the catalog, it surfaces in three places:
- Customer Contracts (Services tab and Licenses tab) — recurring billing lines.
- Tickets (Materials section) — one-off Products or Services added to a single ticket.
- Projects (Materials section) — Products and Services consumed during a Project.
Adding an item once means you don't re-enter pricing every time. Updating pricing on the catalog updates the default for future use — existing lines on contracts and tickets stay at the price they were saved with.
Categories — keep them tight
Each tab supports a Category field. A few patterns that work well:
- Services: Project Labor, vCIO, Help Desk, Implementation, Training.
- Licenses: Productivity, Security, Backup, Networking, Remote Access.
- Products: Workstation, Server, Network Hardware, Peripheral, Cable & Misc.
Aim for under 10 categories per tab. Beyond that, reporting gets noisy and your team starts guessing at where things go.
Pricing hygiene
- Review pricing quarterly. Vendors raise their costs; if you don't update yours, your margin shrinks silently. The Update date column tells you what's gone untouched.
- Use round numbers when sensible. $150/h is easier to communicate than $148.50/h.
- Mark renewals and seasonal items. Use the Description field to note when a license tier expires or when a product is end-of-life.
- Cull stale items. A catalog with 300 unused entries becomes a search problem. Delete items you haven't used in a year unless they're seasonal.
Related articles
- Build Contract Types and customer Contracts
- Run Projects
- Generate and send Invoices
- Create and work a Ticket