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Sales & Finance

Last Update 3 bulan yang lalu

Sales & Finance: Setting Up Your Price Book ℮ Creating & Managing Estimates 🧾 Invoices & Payments

Sales & Finance: Setting Up Your Price Book

Jeremy Mckinney

Last Update 4 bulan yang lalu

The Price Book is the catalog of all the services and products your company offers. Setting this up correctly is critical because it powers your Estimates, Invoices, and even your AI Receptionist.

Instead of typing "Drain Cleaning - $150" every time you create a quote, you simply select it from your Price Book, ensuring consistent pricing and descriptions across your entire team.

1. Accessing the Price Book

Navigate to the Price Book tab in the main dashboard navigation. Here you will see a list of all current services, parts, and bundles.
• Search & Filter: You can quickly find items by name, category, or code.

• Columns: View Item Name, Description, Unit Price, and Tax Status at a glance.

2. Adding Service Items

You can add items one by one or import them in bulk.

Adding a Single Item

1. Click the "New Item" button.

2. Item Name: Enter a clear, internal name (e.g., "Standard Tune-Up").

3. Description: Write the customer-facing text that will appear on invoices. Tip: Be detailed here to reduce disputes later.

4. Unit Price: Set your standard base price.

5. Category: Organize items (e.g., "Plumbing", "HVAC", "Electrical") to make them easier to find later.

6. Taxable: Check this box if sales tax should be applied to this item automatically.

Bulk Import (CSV)

If you are moving from another software or have a spreadsheet, you can import your entire list at once.

1. Click "Import".

2. Download the CSV Template.

3. Fill in your service codes, descriptions, and prices.

4. Upload the file to populate your Price Book instantly.

3. Using the Price Book in Estimates & Invoices

Once your Price Book is populated, creating financial documents becomes a drag-and-drop process.

• In Estimates: When creating a new Estimate, click "Add Line Item". You can search your Price Book and select a service. The Description and Rate will auto-fill, but you can edit them for that specific job if needed.

• In Invoices: Technicians in the field can add items to an invoice directly from the mobile app by searching the Price Book, ensuring they charge the correct rate every time.

4. How the AI Receptionist Uses Your Price Book

One of the most powerful features of Crew Ops Pro is that your AI Receptionist can read from your Price Book to answer customer pricing questions 24/7.
• Base Pricing: If a customer asks, "How much is a faucet replacement?", the AI checks your Price Book and quotes the base price (e.g., "Our faucet replacements typically start at $250...").

• Context: The AI is trained to frame this as a "starting price" and creates a lead for you to confirm the final quote, preventing over-promising.

• Configuration: You can control which categories the AI is allowed to quote in Settings → AI Receptionist.

5. Pricing Tiers & Smart Estimator

Your Price Book also feeds the Smart Estimator AI.
• Market Analysis: The system analyzes your standard rates against local market data (based on ZIP code) to help you see if your Price Book is competitive, premium, or under-priced.

• Profitability: Regular reviews of your Price Book ensure you are maintaining healthy margins as material costs rise.

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