How to Manage the Products Catalogue in CrmLeaf
All editions. Core feature - no add-on required. Per-warehouse stock figures on a product require the Purchase add-on module.
Availability: All editions. Core feature - no add-on required. Per-warehouse stock figures on a product require the Purchase add-on module.
Overview
The products catalogue is the single list of goods and services your company sells. Once a product exists, it can be added as a line item to Deals, Estimates, Proposals and Invoices, or placed in a cart to build a sales order. Maintaining it centrally keeps prices, descriptions and tax treatment consistent across every customer-facing document.
How It Works
You create product records, organise them with categories, then reuse them wherever a document needs line items.
Create product → Categorise → Add to cart or document → Price and tax the line → Reuse
- Products support create, edit and delete, plus file attachments and CSV import.
- Categories and sub-categories group the catalogue so long lists stay searchable.
- A cart collects several products and is converted into a sales order.
- Named tax rates are applied per line item, so two products on one document can carry different rates.
Who Can Use This Feature?
Administrator
- Maintain categories and sub-categories, and configure the named tax rates products use.
- Import the catalogue from CSV and control who may add or edit products.
User
- Search the catalogue and add products to Deals, Estimates, Proposals and Invoices.
- Build a cart and convert it into a sales order.
Access depends on the modules and role assigned by your Administrator.
Prerequisites
- Currency and exchange-rate configuration is complete, because every document carries a currency.
- The tax rates you want on product lines already exist.
- Your role grants access to the Products sub-module.
For Administrators
Step 1: Set up categories and tax rates
What to do: Create the categories and sub-categories that match how your team searches, then create every named tax rate your catalogue sells under in Settings → Tax Settings.
What to verify: A new product can be assigned your category, and the tax rate appears in the tax selection on a document line.
Step 2: Import the catalogue from CSV
What to do: Select Import, supply your file, and map each column to the matching product field before confirming.
What to verify: Imported products appear in the list with the correct category and price.
For Users
Step 1: Open the products list
Use Search and Filter to find an existing product before creating a duplicate.
Step 2: Add a product
Select Add, complete the product details, assign a category and sub-category, attach any specification files, then select Save.
Step 3: Use the product
Add the product as a line item on a Deal, Estimate, Proposal or Invoice, set the quantity and select the tax rate for that line. To sell it as an order, add it to the cart instead and convert the cart.
Field and Option Reference
| Field / Option | Description | Required |
|---|---|---|
| Category | Top-level grouping for the product. | No |
| Sub-category | Second-level grouping inside the category. | No |
| Tax rate | Named tax rate applied to the product line. | No |
| Files | Documents or images attached to the product. | No |
Expected Result
The product is saved in Products, can be found by search, and can be selected as a line item on Deals, Estimates, Proposals and Invoices, or added to a cart to build a sales order.
Service Organisation Context
The catalogue holds anything sold as a line item, including services, so a service organisation often uses it to hold standard service packages, fixed-price offerings and rate-card items. The benefit is consistency: an advisory package or an implementation bundle carries the same description, price and tax treatment on every estimate, proposal and invoice, rather than being retyped by whoever prepares the quote. It is equally the goods catalogue a product-selling business runs its orders and stock from, and where the Purchase module is enabled it is the record per-warehouse stock is tracked against — a use that does not apply to service work.
Important Notes
- Menu names and their position can differ between product editions and can be customised for your account, so your sidebar may not match these paths exactly. Use Search or your Quick Access items if you cannot find a screen.
- Tax is held per line item. Check the rate on each document line before sending.
- Per-warehouse stock requires the Purchase add-on module. Confirm it is included in your plan before relying on stock figures.
Common Scenarios
Example: mixed tax on one order. A customer buys equipment and an installation service together. Each line carries its own named tax rate, so the order and the invoice generated from it total correctly.
Troubleshooting
| Issue | Possible Cause | Resolution |
|---|---|---|
| The product does not appear when adding a line item. | It was not saved, or your role does not grant visibility of the record. | Confirm it exists in the list and ask your Administrator to check your permission scope. |
| No tax rate can be selected on a line. | No named tax rates exist for the account. | Ask an Administrator to create them in Settings. |
| The CSV import does not complete. | Required data is missing or columns are not mapped. | Complete the mandatory values, re-map the columns and import again. |
Frequently Asked Questions
Can a services business use the catalogue?
Yes. It holds anything you sell as a line item, including services.
Does adding a product to a cart create an order?
No. The cart is the selection stage; the order is created when you convert it.
Can the same product carry different tax rates?
Yes. Rates are applied per line item, so they can differ between documents.
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