Items are used when you’re billing for goods or products sold to your client. These items can be tangible, like parts, or intangible, like a hosting package. You’re also able to add sales taxes to your items so that they’re automatically added whenever the item is added to an invoice, and you can track your inventory by viewing how much is left in stock. Items can be assigned an income account to track your revenue by specific income categories in your reports.
Select the Items and Services section from the left menu
Next, select the Create New... button
Then select Item
Enter a Name for your item
If needed, add a Description, otherwise, leave blank if it’s different every time
If using Accounting, for Income Account, choose between Revenue, Billed Expenses, Discounts, Sales, Uncategorized Income, or any custom Income accounts
If Advanced Accounting is activated, select the Add New Account button to create a new Income account instead
Choose between Parent Account or Sub Account
If Sub Account is chosen, in the Group Under Parent Account dropdown, select the Parent Account you want this new sub account to be organized under
Next, enter an Account Name
Then enter the unique Account Number, which is automatically populated for you but can be overwritten
If needed, add in details in the Description field
Select Save to create the new account
Add a Rate, or if the price differs every time, leave this blank
For taxes, check off up to two boxes next to any tax to have it included every time it's invoiced
If needed, select Add Another Tax to add a new sales tax
Check off the box next to Track Inventory if you'd like to keep track of your stock
Once checked off, specify the number in the in stock field - this can be updated again anytime
Select the Save button.
Your newly created item will now be visible in your invoices and estimates for billing. New items can also be created while creating or editing an invoice, estimate, or proposal.
Manage Items
If needed, use the quick filters above the list to quickly toggle between:
All - View both active and archived items
Archived - View only archived items
To make changes to an item, including its description, use these steps:
Select the Items and Services section
Then select the Items sub-tab
Select the item you’d like to edit, and a pop-up will appear
Make any changes as needed and select the Save button to finish.
Note: Making changes to the item while on an invoice will not save over the original item’s details, use the Items and Services section to edit the original item instead.
Bulk Actions
From the Items section, you can also update several items at once. Check off one or several boxes next to any item as needed, and select either:
Edit - Check the box off next to a specific item to edit
Archive - Move several items into your archived items list to keep your active list clean
Delete - Move several items into your deleted items list
Duplicate - Check the box off next to an item to duplicate it and modify the new item
More - Select Change Income Account to update several items' Income account in bulk
FAQs
I tried to create a new item, but an error says the name is taken?
Item names must be unique. If the name is taken, the item name already exists elsewhere in your Archived Items and Services section, or in the deleted section. You can use the steps in How does archive or delete work? here to access the section and either edit the name to free up the original one, or restore the item if it’s been deleted.
Can my inventory sync with my connected apps in my FreshBooks account?
When you integrate with 2Ship and Shopify, your inventory's count from these systems will automatically update the matching item's stock inside your FreshBooks account too.
