Your items catalog and packages
Most venues price the same things over and over: the same room hire, the same per-head menus, the same bar packages. The items catalog is where you set those up once, so building a Folio, a quote, or an invoice becomes a matter of clicking, not typing. Set your prices and tax here, and every document you raise picks them up.
This article covers the three building blocks (categories, items, and packages), how tax flows through them, and how they show up when you're pricing an event.
Where it is
Open Items in the sidebar (it sits under Invoices). The page has three sections, top to bottom: Categories, Items, and Packages. Build them in that order the first time, because items sit inside categories and packages are bundles of items.
Categories
A category is a type of line: Food, Beverage, AV, Room hire, and so on. Each category carries a default tax rate, which is the real reason categories exist: set the tax once on "Beverage" and every drink you add inherits it. Add a category with a name and its default tax, and edit or remove it later. Removing a category doesn't touch any event lines you've already built; the items in it simply become uncategorised until you reassign them.
Items
An item is a saved, priced line. Give it a name, a unit price, a category, and optionally a longer description that becomes the line's detail on the document. Two extra controls matter:
- Per head. Tick this for anything charged per guest. When the item lands on a Folio, its quantity follows the event's pax automatically.
- Tax. Leave it on Use category default to inherit the category's rate, or override it on the item when one product is taxed differently.
The list has an instant search and category filter, so a big menu stays manageable. Removing an item leaves any event lines already built from it untouched, so you can retire last season's pricing without disturbing past events.
Packages
A package is a named bundle of items: a classic wedding package, a bar package, a day delegate rate. Create the package with a name and an optional note, then add items to it from your catalog. The package shows how many items it holds and their combined list price.
The payoff comes when you're pricing: add a package to an event's Folio or an invoice and every item in it drops in at once, grouped under the package name, each as its own line with its own price and tax. You get the convenience of a bundle and the transparency of itemised lines in one click.
How they show up when you price
On a Folio, an invoice, or a quote, the Add from items picker lists your catalog: packages first, then items grouped by category, with a search box across the top. Click an item to add one line; click a package to add the whole group. Each entry shows its price (and a "/ head" tag where it applies) and its tax, so you can see what you're adding before you click. There's a Manage link in the picker that brings you back here.
A note on limits and tidying up
Categories, items, and packages each have a generous per-account limit; you'll see a note if you reach one. Everything is removed by archiving rather than hard deletion, which is what lets old documents keep rendering correctly: a price you change or an item you retire today never rewrites an invoice you sent last year.
Related articles
- Pricing an event covers using these items to build an event's Folio.
- Quotes and invoices covers turning that pricing into a quote or an invoice, and setting your tax rates.