> For the complete documentation index, see [llms.txt](https://help.digits.com/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://help.digits.com/firms-bills-and-invoices/products-and-services.md). # Products & Services The **Products & Services** lets your firm manage reusable products and services for each client. Instead of entering the same line items repeatedly, create an item once with its price, description, and accounting defaults. When you add it to one of that client's invoices, Digits fills in the details automatically. *** ### 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.
*** ### How the Products & Services are organized There are three levels: * **Groups** organize related items, such as *Software*, *Consulting*, or *Hardware*. {% hint style="info" icon="lightbulb" %} Items that aren't assigned to a group appear under **Items without a Group**. {% endhint %} * **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. *** ### Create a group in Products & Services 1. In **Products & Services**, click the menu in the top-right corner. 2. Click **New Group**.
3. Enter a **Name**. (*ex., Software*) 4. Choose an **Icon** or **upload an image** (*Optional*)
3. Choose a **Color** (*Optional*) 4. Enter a **Description (***ex., Software packages that are available to all customers***)** (*Optional*) 5. Click **Save** *** ### Add an item to Products & Services 1. In **Products & Services**, click **New Item**.
2. Enter the item's **Name**. (*Required*) 3. Enter a **Description**. (*Optional*) 4. Assign the item to a **Group**. (*Optional*) 5. 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**.
{% hint style="info" icon="lightbulb" %} **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. {% endhint %} 6. 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.
7. 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. 8. Leave the item **Active** (default), or turn it off if you don't want it available for use. 9. Click **Save**. *** ### Edit an item In **Bills & Invoices** → **Products & Services**, 1\. Click to open the item you want to edit. 2. Click **Edit** in the header to enter edit mode. 3. Update the item's details, such as its name, description, group, pricing, categories, or variants. 4. Click **Save & Close**. {% hint style="info" %} **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. {% endhint %}
*** ### 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**.
*** ### Filter items by status Use the status filters at the top to view: * **Active** items * **Inactive** items * **All** items * **Source**
*** ### 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.
*** ### 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.
{% hint style="info" icon="cart-plus" %} **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. {% endhint %} *** ### 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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