Invoice Products

Invoice Products turns frequently billed goods and services into reusable catalog items. Selecting a product on an invoice can fill its name, default price, and unit while preserving the relationship needed for product usage and revenue reporting.

What the Product Catalog Helps You Do

• keep names, prices, units, and currencies consistent across invoices
• make active products available as invoice suggestions
• separate active and inactive catalog items without losing historical context
• review usage count, last use, related invoices, and product-level revenue
• maintain customer-facing features, cross-sells, images, and internal metadata

Before You Start

• Sign in and select the team that owns the catalog.
• Confirm that you have access to Invoices → Products for that team.
• Decide which currency and unit should be the default for each product.
• If the product has already appeared on invoices as free-form text, understand that those older line items may not be linked to the new catalog record.

Open the Product Catalog

1. Open Invoices.
2. Select Products in the section navigation.
3. Use All, Active, Inactive, Popular, or Recent to change the catalog view.
4. Use Search products... to match product names or descriptions.

Popular sorts active products by usage. Recent shows active products using the recent ordering. Inactive isolates products that no longer appear in normal invoice suggestions.

Create a Product

1. Select Create Product.
2. Enter a unique Name. This is the only required product field.
3. Add a Description when teammates or customers need more context.
4. Set the default Price, Unit, and Currency.
5. Add a Statement descriptor only when that billing description is appropriate for subscription payments.
6. Optionally add a Marketing feature list for pricing-table presentation.
7. Optionally add Metadata as internal key-value details.
8. Leave Active Status on if the product should appear in invoice suggestions.
9. Select Create product.

What to verify

After the sheet closes:

• search for the exact product name
• confirm the displayed price, currency, and unit
• confirm the status badge says Active or Inactive as intended
• confirm Usage is 0 and Last Used is empty for a product that has not been selected on an invoice

Product names must be unique within the team. A naming conflict leaves the create or edit form open with an error.

Use a Product on an Invoice

1. Open an invoice create or edit form.
2. Set the invoice currency before adding items. Changing currency later clears every line item.
3. Focus the line-item description field.
4. Search for the product, then select it from the suggestion list.
5. Confirm that the product name, price, and unit were filled as expected.
6. Adjust quantity, price, unit, or tax for this invoice when necessary.

Suggestions are scoped to active products in the invoice's current currency. The field initially shows a small set of products and narrows the list as you type.

Typing a custom line item is still supported, but typing text alone does not establish the catalog relationship used by product analytics. Select the catalog suggestion when usage and revenue attribution matter.

Manage the Catalog

The product table includes:

Edit one product

1. Open the row's three-dot menu.
2. Select Edit.
3. Change the supported fields.
4. Select Save or Update.
5. Search for the product again and verify the new values.

Update several products

1. Select the checkboxes beside the products.
2. Open Status in the bulk toolbar.
3. Select Active or Inactive.
4. Confirm that the selected rows move to the expected tab.

Delete products

1. Use the row menu for one product or select several rows for bulk deletion.
2. Confirm the delete action.
3. Verify that unreferenced products disappear.

Bulk deletion skips products that are referenced by any invoice, regardless of invoice status. Use Inactive for a historically used product that should no longer be offered on new invoices.

Review a Product Record

Select the product name to open its full record. The page can show:

• current price, unit, currency, and active status
• usage count
• estimated MRR and ARR from recurring paid-invoice patterns
• Revenue Over Time, with quick ranges from the last 3 to 24 months or a custom month range
• product image
• pricing details
• up to three checkout cross-sells
• customer-facing marketing features
• invoices that contain the linked product
• product ID, description, statement descriptor, dates, and metadata

Add or replace an image

1. Create the product first.
2. Open the product record.
3. Use the image control to upload a JPEG, PNG, or WEBP file under 2 MB.
4. Verify that the image appears after the update completes.

Images are managed from the saved product record, not from the create-product sheet.

Review revenue and recurring estimates

• Revenue Over Time uses invoice line items that reference this product.
• MRR is an estimate based on recurring paid-invoice behavior for the product.
• ARR annualizes the corresponding recurring estimate.
• Zero can mean that the product has no linked invoices, no paid recurring pattern, or no data in the selected range.

Treat MRR and ARR as operating estimates, not as a substitute for a contracted subscription schedule or accounting report.

Manage cross-sells and features

1. Select Edit Cross-sells to add, remove, or replace related products.
2. Keep no more than three cross-sell products.
3. Select Edit Features to maintain the customer-facing feature list.
4. Use Add Metadata for internal key-value details.
5. Verify each section after saving.

Statuses, Edge Cases, and Limitations

• Active products appear in normal invoice suggestions; Inactive products do not.
• Inactivating a product preserves its record and historical invoice relationships.
• Product price and unit are defaults. An invoice can override them without changing the catalog record.
• Product suggestions use the invoice currency. A product in another currency may not appear until the currencies match.
• Free-form line items are not guaranteed to contribute to the catalog product's usage, MRR, ARR, or revenue chart.
• A referenced product can be inactivated but cannot be safely bulk-deleted; referenced items are skipped.
• Product revenue depends on linked line items and the selected date range. Missing periods and zero-value periods may appear as no data.
• Cross-sell presentation depends on the customer checkout experience; configuring a relationship does not guarantee every payment path will display it.
• Metadata is internal. Marketing features and cross-sells are the customer-presentation fields.

Troubleshooting

Create product reports that the name already exists

Search All, including inactive products, for the same name. Edit the existing record or choose a distinct name.

A product does not appear while I create an invoice

Check all three conditions:

1. the product is Active
2. the product currency matches the invoice currency
3. you are working in the same team that owns the product

Then focus the item field and type at least part of the product name.

Selecting the product did not fill the expected price or unit

Open the product record and verify its current defaults. If the invoice already contains edited values, reselect the product or update the line manually and confirm the final total.

I cannot delete a product

The product may be referenced by an invoice. Mark it Inactive to remove it from future suggestions while preserving historical reporting.

Product analytics are empty or lower than expected

Open the product's Invoices section. If the expected invoices are absent, their line items were not linked to this catalog product. Also confirm the invoices and date range meet the metric's paid or recurring requirements.

Image upload fails

Use JPEG, PNG, or WEBP under 2 MB. Confirm that you are still in the correct team and retry from the saved product record.

The product page says I do not have permission

Confirm that the correct team is selected. If the error persists, ask a team administrator to review your access.

Related Pages

• Invoices
• Create and Send Invoices
• Invoice Insights
• Manage the Invoice Lifecycle