Adding an Item

Create products and services in Officaid to use across your quotations and invoices.

Build Your Product and Service Catalog

Whether you sell physical products, offer services, or both, Officaid lets you save item details once and reuse them across all your quotations and invoices. This guide walks you through creating items and configuring their settings.

Two Ways to Add Items

Officaid gives you flexibility in how you create items:

From the Items module by going to Sales → Items and clicking + Add New Item
Inline from a quotation or invoice by clicking + Add New in the item dropdown while creating a document

Both methods open the same form and save the item to your catalog. Choose whichever fits your workflow.

Step-by-Step Guide

1 Navigate to Sales → Items from the main menu
2 Click + Add New Item in the top right corner
3 Enter the Item Name (required)
4 Select the Item Type as either Product or Service
5 Fill in any optional fields like category, SKU, description, and price
6 Configure tax settings if applicable
7 Click Add New Item to save

Understanding Item Fields

Here is what each field on the item form means:

Item Name is the name that appears on quotations and invoices. Make it clear and recognizable.
Item Type classifies the item as a Product (physical goods) or Service (work performed).
Item Category helps organize your catalog. You can select an existing category or create a new one directly from the dropdown.
SKU (Stock Keeping Unit) is an optional code for internal tracking or inventory reference.
Barcode is an optional field for products with barcode identifiers.
Description provides additional details about the item. This can appear on your sales documents.
Price sets the default rate for this item. You can adjust it per document when needed.
Currency determines the default currency for the item's price.

Configuring Tax Settings

If your item is subject to tax, enable the Taxable toggle to reveal additional options:

Tax lets you select which tax rate applies to this item. You can also click + New in the dropdown to create a tax rate without leaving the form.
Tax included to the price determines whether your listed price already includes tax or if tax should be added on top

To view or manage all your tax rates, go to Admin → Company → Tax Registry.

Adding a Photo of Your Item

You can upload an image for each item. Drag and drop a photo into the upload area, or click Select File to browse your computer. Photos help identify products in your catalog but do not appear on quotations or invoices.

Creating Items from Quotations or Invoices

You can also add items while creating a sales document. When selecting an item, click + Add New at the top of the dropdown. The same item form appears, and your new item saves to the catalog automatically once created.

This approach is useful when you encounter a new product or service during the quoting process and want to add it without leaving the document.

Frequently Asked Questions

Is the price field required?

No, price is optional. If you leave it blank, you will need to enter the rate manually each time you add this item to a quotation or invoice.

Can I change an item's details after creating it?

Yes. Open the item and click Edit Item to update any field. Changes apply to future documents only. Existing quotations and invoices keep their original values.

What is the difference between SKU and Barcode?

SKU is typically an internal code your business uses for tracking. Barcode is the manufacturer's product identifier, often used with scanning equipment. Both fields are optional.

Can I create categories while adding an item?

Yes. Click the Item Category dropdown and select + Add New to create a new category without leaving the form.

What's Next?

Now that you have created an item, explore these related guides:

Managing Item Categories to organize your catalog with parent-child groupings
Viewing Item Details and Performance to track sales trends and client insights
Creating a Quotation to use your items in a sales document

items products services create catalog