Products
Build your product and service catalog for quick invoicing
Product Catalog Overview
The product catalog helps you standardize your offerings and speed up invoice creation. Instead of typing the same item descriptions and prices repeatedly, you can select from your saved products when creating invoices.
Benefits: - Consistent pricing across all invoices - Quick item selection during invoice creation - Organized by categories - Optional inventory tracking with low-stock alerts - Default tax rates per product - Cost-price tracking alongside the selling price - Multiple unit types for different billing models
Plan requirement: The product catalog and stock tracking are a Pro feature. Starter accounts can still type line items manually on any invoice, but the saved product catalog requires a Pro (or Lifetime) plan. On Pro, you can additionally show or hide Products in Settings → Features — disabling it hides Products from the sidebar without deleting your data. Stock tracking is a sub-toggle of Products.
Store all your products and services in one place (Pro)
Maintain consistent selling and cost prices across all invoices
Organize products by type or service area
Optional stock tracking with low-stock alerts and notifications
Adding Products
Add products to your catalog to make invoice creation faster and more consistent.
Product Fields:
Required: - Product Code (unique identifier, like a SKU - e.g., "SVC-001") - Name (display name that appears on invoices) - Unit Price (default price per unit)
Optional: - Cost Price (what the item costs you — tracked alongside the selling price for margin insight) - Unit (how the product is measured or billed) - Tax Rate (default tax percentage applied when adding to invoices) - Category (for organization and filtering) - Stock Quantity and Low Stock Threshold (when stock tracking is enabled)
Available Units: - Unit (generic) - Hour - Day - Month - Year - Piece - Service - Project - License - Subscription
Available Categories: - Services - Software - Hardware - Consulting - Training - Support - Licensing - Subscription - Other
Steps
- 1
Navigate to Products
Click Products in the sidebar
- 2
Click Add Product
Open the new product form
- 3
Enter Product Code
Create a unique identifier (e.g., SVC-001, HW-010)
- 4
Set Name and Price
Add the display name and default unit price
- 5
Add Cost Price (optional)
Record what the item costs you to track margin
- 6
Choose Unit Type
Select how the product is measured (hour, piece, service, etc.)
- 7
Set Tax Rate
Enter the default tax percentage for this product
- 8
Select Category
Choose a category for organization
- 9
Save Product
Click Save to add to your catalog
- Use descriptive product codes like "CONS-HR" for consulting hours
- Set accurate default prices to minimize edits when adding to invoices
- Choose unit types that match how you bill (hours for time-based, pieces for physical goods)
- Include tax rates on products for consistent taxation across invoices
Inventory & Stock Tracking
For physical products, Invotify offers optional inventory tracking to help you monitor stock levels and get alerted when supplies run low.
Enabling Stock Tracking: Stock tracking is a Pro feature. On a Pro or Lifetime plan, turn it on in Settings → Features (it's a sub-toggle of Products). Once enabled, you can set stock quantities and thresholds for individual products.
Inventory Fields (per product): - Current Stock - Number of units currently in stock - Low Stock Threshold - The level at which you want to be alerted
Stock Indicators: - Normal: Stock is above the low stock threshold - Low Stock (Orange): Stock is at or below the threshold but greater than zero - Out of Stock (Red): Zero units remaining
How stock changes are recorded: Every change is written to a stock movement log with a timestamp, so you keep a full audit trail. Movement types include: - Initial - The opening quantity set when you create the product - Restock - You add stock manually - Adjustment - You correct the quantity manually (up or down) - Sale - Stock deducted because a product was billed on an invoice
Automatic deduction: Stock deducts automatically at one of two moments: when an invoice containing catalog products is created with status Sent, or when an existing invoice is later marked Paid — whichever happens first. Deduction is guarded so the same invoice never decrements stock twice.
Notification Alerts: The notification system monitors your stock levels: - Out of Stock (high priority) - Triggered when a product reaches zero stock - Low Stock (medium priority) - Triggered when stock falls to or below the configured threshold
- Set reasonable low-stock thresholds based on your typical order times
- Restock or adjust quantities from the product page after deliveries
- Use the low-stock notifications to know when to reorder
- Consider disabling products that are permanently out of stock
- Stock auto-deducts when an invoice is created as Sent, or when it is marked Paid — whichever comes first, never both
- This is a tracking feature for reference purposes, not a full warehouse management system
Using Products in Invoices
When creating an invoice, you can quickly add products from your catalog instead of typing everything manually. This ensures consistent pricing and saves time.
Adding Products to Invoices: 1. In the invoice editor, go to the line items section 2. Click the product selector dropdown 3. Search or browse your products 4. Select the product to add as a line item 5. Quantity defaults to 1 - adjust as needed 6. Price, tax rate, and description auto-populate from the product
What Gets Populated: - Description from the product name - Unit price from the product's default price - Tax rate from the product's default rate
Customization: After selecting a product, you can still: - Edit the description text - Change the price for this specific invoice - Adjust the tax rate - Modify the quantity
This allows you to use products as starting points while still customizing for specific situations or client agreements.
- Create products for your most common line items to speed up invoice creation
- Use descriptive names that make sense on invoices (e.g., "Web Development - Hourly" instead of "WD-HR")
- Set accurate default prices to minimize manual edits
- Product prices on an invoice can be changed without affecting the catalog price