Manage your price list (Items)

What the Items list is for

Items is your price list — the things you sell and use, like a haircut, cement, or an hour of plumbing. For each one you keep the cost price (what you pay) and the sell price (what you charge), and Worklog works out your profit margin for you. For products and materials you can also track how many you have on hand, and Worklog warns you when one is running low. You'll find Items under Price List.

Add an item

Open Items and tap Add to create your first one.

1. On the Items screen, tap the + Add button at the top right.
2. At the top of the form, tap the Type that fits — Service, Product, Labour, Material or Package.
3. In Description, type what the item is, for example Cement 50kg.
4. Type the two prices. For most types these are Cost price (what you pay) and Sell price (what you charge). For Labour they read Your Cost Rate (R/hr) and What you charge (R/hr).
5. For a Product or Material, fill in Qty in stock (how many you have right now) and Reorder below (the number at which you want a low-stock warning — leave it 0 for no warning). These two boxes sit under the prices. Services, Labour and Packages don't track a quantity, so the boxes don't appear for them.
6. When you are happy, tap the blue button at the bottom — it names the type, like Add Product. Once you have typed a sell price, a Margin box appears above the button so you can see your profit before you save.

Pick the item Type

Every item has a Type. At the top of the add or edit form you'll find five buttons — Service, Product, Labour, Material and Package. Tap the one that fits and it turns navy blue to show it's selected. Your choice changes the little hint under the buttons, the example in the Description box, and which boxes you fill in, so it's easier to write the item down the right way.

• 🛎️ Service — something you do, like a haircut, groom, consultation or repair.
• 📦 Product — something you sell, like shampoo, parts or other goods.
• ⚒️ Labour — your time, like an hourly rate, day rate or call-out fee.
• 🧱 Material — raw materials you buy and use on jobs, like copper pipe or cement.
• 📋 Package — a bundled offering, like a full service package or a monthly retainer.

Back on the Items screen, each item shows a small coloured badge with its type next to the name, so you can tell your services from your materials at a glance. Products and Materials also keep a quantity so you can count what's on the shelf; Services, Labour and Packages are just a price, with no quantity to track.

See your margin as you type

As soon as you enter a sell price, Worklog shows a blue box with your Margin as a percentage and the profit in rands per unit. It updates the moment you change the cost or sell price, so you can see straight away whether the item is worth selling at that price.

Edit or remove an item

1. On the Items screen, tap the item you want to change.
2. Change any of the fields, then tap Save changes.
3. To delete an item instead, tap the ✕ on the right of its row and confirm. Worklog tells you how much comes off "Stock on hand" in Cash Flow — quotes and invoices that already list the item don't change.

Spot what is running low

Each item shows how many are in stock, the sell price and its margin. When the quantity drops to or below the reorder level you set, that row gets a pink outline and adds Low stock! next to the count, so you know it is time to order more.

Show ▾ → ⚠️ Low stock lists only those (the low-stock nudge on your dashboard opens them emptiest first). Under that list, the 📄 PDF and 📊 CSV / Excel buttons print the reorder list: everything at or under its reorder level, how many short you are and what it will cost to restock — a shopping list to hand to whoever does the buying. Services, labour and packages hold no stock to buy, so they are left off it, and the page says how many.

What an item is counted in

Every Product and Material is counted in a unit: Each, kg, g, l (litre), ml or m (metre). Pick it under Counted in on the item. Its Qty in stock and Reorder below are whole numbers of that unit, and its cost and sell prices are per one of it, so mince counted in kg at R120,00 per kg is 25 kg, and in grams it is 25 000 g at R0,12 per g. Items you had before are counted in Each.

• Changing kg to g, or l to ml (and back), converts the stock, the reorder level and both prices together, so the stock and its value stay the same. It isn't done if anything would be lost to rounding: R45,00 per kg would be R0,045 per g, and prices are kept to the cent, so the item stays in kg until you change the price.
• On a new item, tapping g or ml does the same to the numbers you have typed so far: 2,5 kg at R120,00 becomes 2 500 g at R0,12. If a count would not come out whole, or a price would fall below a cent, the form says so and the unit stays. When Add refuses a part of a kg or a litre, tap Count in g instead (or ml) and the count and both prices change together. The same works on an item you have already saved: tap g or ml, or Count in g instead when Save refuses a part of a kg or a litre, and the figures you typed and have not saved are converted, while the boxes you did not touch show what the item held when you opened the form, converted. You can type in the new unit before you tap Save. Saving changes the unit first and then writes only the figures you changed: a count you did not change is left as the item holds it, so a sale made while the form was open is not overwritten.
• Changing to another kind of unit (Each to kg, kg to l, anything to m) converts nothing: the numbers stay as they are, and the form says so before you save.
• Everything that moves stock counts in the item's unit: 1 on an invoice of an item counted in g is 1 g. A part (2,5 kg of an item counted in kg) is rounded up, as before, so count such an item in g to keep it exact.
• Quick Log and the WhatsApp bot ask what a new item is counted in. Adding to an item you already have, Quick Log asks "100 what?" for one counted in kg or g when you don't say which, and puts 2,5 kg of one counted in g in as 2 500 g.

What moves your stock

For Products and Materials, Worklog keeps Qty in stock up to date for you. Each of these moves it once:

• An invoice takes off what it sells, and a supplier invoice adds what you bought, when you first save them. A line only counts if its description matches the item's name, so add it with Add from your items… and leave the name as it is. If two items share a name, neither moves.
• On a 💰 In or 💸 Out line in Banking → + Add, tap More, open 📦 Stock sold or 📦 Stock bought under the category and pick the items and how many. Stock moves when you save. The section isn't offered on a payment against an invoice or supplier invoice, because that document already moved the stock. Money logged through Quick Log, the WhatsApp bot or a bank import doesn't move stock.
• A credit note moves stock only if you tick Goods came back — put them back on the shelf, and only once it is issued, not while it waits for approval. On a supplier credit note the tick reads Goods went back to the supplier — take them off the shelf.

Find an item quickly

Once your list grows, three controls at the top help you get to the right item fast:

• Search — type any part of a name, or the item's code (like ITM-0007), to narrow the list as you go.
• Show ▾ — pick a type (Service, Product, Labour, Material or Package), a quick filter (⚠️ Low stock for everything to reorder, or 🧮 Priced from a costing), or one of each to combine them. Every choice shows how many items it would leave, and each filter you pick sits under the buttons with a ✕ to take it off.
• Under the list, 📄 PDF and 📊 CSV / Excel print it as you have it — searched, narrowed and in the same order — with each item's code, type, how many are in stock, its reorder level, cost, selling price and margin. The last line gives your stock on hand at cost and at selling price. Under ⚠️ Low stock they print the reorder list instead.
• Sort ▾ — name A → Z (the default) or Z → A, price highest or lowest first, the item's code (like ITM-0007) highest or lowest first, or the ones you changed most recently first. Each choice says which way it reads.

Drop an item onto a quote or invoice

Your Items list isn't only for keeping count — you can drop any saved item straight onto a quote or an invoice. While you're adding the lines, open the Add from your items… list and choose one. Worklog fills in the description and the sell price for you, so there's no retyping. You can still change the quantity or the price on that line afterwards.

Import a lot of items at once

If you already have your items in a list somewhere, you can bring them in with a CSV file instead of typing each one.

1. On the Items screen, tap the ⬆ Import button at the top right.
2. Tap Download template CSV and fill it in on your computer or phone. The columns are description, item_type, qty, unit, cost_price, sell_price and reorder_level, and only the description (the item's name) is required. Put service, product, labour, material or package in item_type to set each item's type — leave it blank and it comes in as a Product. Put each, kg, g, l, ml or m in unit to say what the item is counted in — leave it blank and it comes in as each. Qty and reorder_level are whole numbers in that unit, and cost_price and sell_price are per one of it, so a mince line of 25 kg at R60 is qty 25, unit kg, cost_price 60.
3. Tap Choose CSV file and pick your saved file.
4. Check the preview. It shows how many items will import and how many are duplicates that will be skipped.
5. Tap the Import button to bring them in, then tap Done.

If you only see, not edit

Depending on the access your business owner gave you, you may see your Items list without the Add, Import or edit buttons. If so, Worklog shows a note saying you have view-only access. Ask the owner of the business to give you more access if you need to make changes.