Products & Services

The Products & Services lets you create and manage reusable products and services for your business. Create an item once with its price, description, and accounting defaults, then add it to invoices as needed. Digits automatically fills in the details, helping you invoice faster and stay consistent.

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Where to find Products & Services

1. In the left navigation, click Bills & Invoices → Products & Services.

The view opens to your list of items, organized by group.

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How the Products & Services are organized

There are three levels:

• Groups organize related items, such as Software, Consulting, or Hardware.

Items that aren't assigned to a group appear under Items without a Group.

• Items are the individual products or services you sell or purchase. Each item includes a name, description, pricing, and accounting defaults.
• Variants are optional versions of an item, such as different sizes, subscription tiers, or billing terms. Each variant can have its own SKU and pricing.

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Create a group in Products & Services

1. In Products & Services, click the menu in the top-right corner.
2. Click New Group.

1. Enter a Name. (ex., Software)
2. Choose an Icon or upload an image (Optional)

1. Choose a Color (Optional)
2. Enter a Description (ex., Software packages that are available to all customers) (Optional)
3. Click Save

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Add an item to Products & Services

1. In Products & Services, click New Item.

1. Enter the item's Name. (Required)
2. Enter a Description. (Optional)
3. Assign the item to a Group. (Optional)
4. Choose how you use the item:

   • I sell this (default): Enter a Sell Price, select an Income Category, and optionally choose a default Department and Location.
   • I purchase this: Turn on the I purchase this toggle, then enter a Buy Price, select an Expense Category, and optionally choose a default Department and Location.

Note: You can enter details for both I sell this and I purchase this for items that you buy and resell. The item will store both sales and purchase information for reuse on invoices and bills.

1. Choose how the item is structured:

• Basic creates a single product or service.
• Use Variants lets you create multiple versions of the item, such as different subscription tiers, service packages, sizes, or billing terms.

1. If you're using variants:

   1. Select Add Variant.
   2. Enter a Variant Name.
   3. Enter a SKU and Description. (Optional)
   4. Enter the Sell Price and/or Purchase Price.
   5. Repeat for additional variants as needed. You can reorder or remove variants at any time.
2. Leave the item Active (default), or turn it off if you don't want it available for use.
3. Click Save.

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Edit an item

In Bills & Invoices → Products & Services,

1. Click to open the item you want to edit.

1. Click Edit in the header to enter edit mode.
2. Update the item's details, such as its name, description, group, pricing, categories, or variants.
3. Click Save & Close.

Note: An item's structure can't be changed after it has been created. If you create an item as Basic, you can't switch it to Use Variants later. To use variants, create a new item instead. Items created with Use Variants can be converted back to Basic by removing all variants and saving the item.

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Activate or deactivate items in Products & Services

Items remain in your list even when they're inactive. Inactive items can't be used on new invoices or bills, but you can reactivate them at any time.

Update a single item

In Bills & Invoices → Products & Services,

1. Open the item you want to update.
2. Click Edit in the header to enter edit mode.
3. Turn the Active toggle on or off.
4. Click Save & Close.

Update multiple items

In Bills & Invoices → Products & Services,

1. Click Edit in the header to enter edit mode.
2. Select the checkbox next to each item you want to update.
3. In the bulk actions bar, choose Active or Inactive from the Status dropdown.
4. Click Apply.

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Filter items by status

Use the status filters at the top to view:

• Active items
• Inactive items
• All items
• Source

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Edit or delete a group

You can rename a group, mark all items in a group as inactive, or delete the group.

1. In Products & Services, open the group you want to update.
2. Click Edit in the header to enter edit mode.
3. Click the ⋮ menu next to the group.
4. Choose one of the following:

   • Edit Group Details to update the group's name or details.
   • Mark Items Inactive to mark every item in the group as inactive.
   • Delete Group to remove the group.

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Use an item from Products & Services on an invoice

When creating or editing an invoice,

1. Click the Item field on a line item.
2. Browse the list or start typing to search for an item or variant.
3. Select the item or variant from the list.

Digits automatically fills in the item's:

• Name
• Unit price
• Income category
• Department (if set)
• Location (if set)

If you select a variant, Digits uses that variant's pricing and accounting defaults.

Need a new item? Click New Item at the bottom of the search results. The item is added to your list and is available for future invoices.

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Frequently Asked Questions

Can I use the same item for purchases and sales?

Yes. Enable both I sell this and I purchase this on the same item to maintain separate pricing and accounting defaults for each.

What's the difference between an item and a variant?

An item is the product or service itself. A variant is a version of that item, such as a different size, subscription tier, or billing term, with its own SKU or pricing.

What happens if I deactivate an item?

Inactive items remain in your list and can be reactivated at any time. Use the filters to view active, inactive, or all items.

Can I create an item while building an invoice?

Yes. Click New Item in the item search while editing an invoice. The new item is saved to your list and can be reused on future invoices.

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Got a question or feedback? Our team is all ears—come say hello!

Contact Digits Support

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