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Creating & Managing Predefined Items in Quotify CRM

The Items feature in Quotify CRM allows you to save commonly used products or services, making it faster to create invoices, estimates, proposals, and credit notes without retyping the same information each time.

➕ How to Create a New Item

  1. Go to Sales → Items

  2. Click “New Item” on the top-left corner

Fill in the item details:

  • Item Name / Short Description – A clear label or heading for the item

  • Long Description – Optional detailed explanation (shown on the invoice or estimate)

  • Rate – The price of the item excluding tax, based on your base currency

  • Tax – Select a predefined tax that will auto-apply when this item is added to a transaction

  • Unit – (Optional) e.g., pcs, kg, hours

  • Item Group – Helps organize items into categories. You can create item groups using the “Groups” button at the top of the same screen

✅ Click Save to store the item

🔗 Using Items in Transactions (Invoices, Estimates, Proposals)

When creating a transaction:

  1. Navigate to Sales → Invoices (or Estimates / Proposals)

  2. Click “Create New”

  3. In the item area, click the “Add Item” dropdown

  4. Select from your predefined items — all fields (rate, description, tax, etc.) will be auto-filled

📝 Changes made to an item do not retroactively update any existing transactions where the item was already used.

🌍 Item Rates Based on Customer Currency (v1.9.2+)

In Quotify CRM, you can now set item rates per currency, improving accuracy for customers using a currency different from your base currency.

Example:

  • Your base currency is USD

  • Your customer’s currency is EUR

  • When editing or creating an item, an “EUR Rate” field appears

  • Enter the rate in EUR
    → When you create an invoice/estimate for that EUR-based customer, Quotify will auto-fill the EUR rate

🛑 Currency-specific rates only appear if the customer’s profile is set to a different currency than the base.

⚠️ Important Notes

  • You can assign different prices for the same item based on the customer’s currency.

  • Predefined items streamline your billing workflow and ensure consistency across documents.

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