Use Products in Finance and Commerce
Reuse catalog items across invoices, estimates, documents, storefronts, and checkout links.
Products become most useful when the same catalog item is reused across sales, finance, and commerce.
In Finance Documents
Use products when adding repeat line items to invoices and estimates. The product can provide the name, description, price, currency, tax label, and tax rate so finance documents stay consistent.
Review the line item after insertion. A product gives a strong default, but the current invoice or estimate may still need a different quantity, discount, service period, or customer-specific note.
If a product price changes, review draft invoices, recurring invoice templates, checkout links, storefronts, and proposal templates before assuming every public place uses the new price.
For customer-specific pricing, document the reason on the estimate, invoice, or checkout link. Do not silently change the product catalog if the special price only belongs to one customer.
Where Product Data Is Copied
Some workflows copy product details into a document, invoice, estimate, checkout link, or storefront at the time the record is created. Later catalog edits may not update every existing customer-facing record.
After major product changes, inspect active selling and billing records instead of assuming the catalog update propagated everywhere.
In Document Blocks
When building documents, product blocks and pricing tables can reference catalog items. This is useful for proposals, quotes, packages, and service menus.
Before sending a proposal, compare the document pricing table with the product catalog and any related estimate. Customers should not see conflicting prices across proposal, estimate, checkout, and invoice flows.
In Storefronts
Storefronts can show all active products or only selected products. Use selected products when the storefront is for a specific package, campaign, service line, or customer segment.
Use categories and tags to keep internal product review manageable, but test the actual public storefront to confirm customers only see the products intended for that page.
After changing category, tag, active status, or images, open the storefront as a customer. Catalog edits can change which products appear or how trustworthy the page feels.
In Checkout Links
Checkout links require one or more products or services. You can set default quantity and optionally override the product price for that checkout link.
Use price overrides sparingly and document why the checkout link differs from catalog pricing. Before sharing, confirm the order, invoice, and reporting workflow will still make sense when that special price appears later.
Before Reusing a Product Publicly
Check these fields:
- Product name and customer-facing description.
- Price, currency, tax rate, and discount.
- Featured image and gallery images.
- Status is active.
- Category and tags are correct for internal review.
Also check every public place where the product appears after a major price, tax, description, or image change. Existing storefronts, checkout links, templates, and draft finance documents may need review before customers see the updated offer.
Archive or deactivate products that should no longer be sold. Keeping outdated products active can make them available in finance documents, storefronts, or checkout links by mistake.
After archiving a product, review active checkout links, storefronts, recurring invoices, and draft estimates that may still reference it.
Price Change Checklist
Before changing a public product price, review active checkout links, storefronts, proposal templates, draft estimates, recurring invoices, and sales messages. Decide which places should keep the old price and which should show the new one.