Items
Items are your reusable products and services. Save the ones you bill often, and adding them to an invoice becomes a tap instead of retyping the description, price, and tax every time.
Add or edit an item
Items are managed right from the list. Choose New item (or Edit on a row) to open the form:
- Name and description.
- Code: your own SKU or article code. Optional, and unique within the business, so it can’t be given to two items by accident.
- Unit price and tax rate (%).
- Cost price: what the item costs you. Used to work out margin in reports; it never appears on an invoice or anywhere a client can see.
- Unit type: Hour, Day, Item, Project, or Custom (with your own label).
- Track stock: see below.
Prices are stored in your business’s base currency. Each invoice still chooses its own currency when you build it.
Stock
Turn on Track stock for anything you hold a countable quantity of. It stays off by default, which is what you want for services: an hour of consulting never runs out.
A tracked item takes two more numbers: the opening stock you have on hand right now (only when you first create the item), and an optional warn at or below level that flags it as low.
From there, stock follows your invoices:
- Sending an invoice takes the billed quantity off the shelf.
- Crediting or cancelling it puts the quantity back.
- Editing a sent invoice’s lines adjusts the difference, not the whole amount again.
Everything else (a delivery arriving, a stocktake, breakage) you enter yourself. Open the stock action on the item’s row and either add or remove a quantity, or set the new count directly after counting the shelf. A note (“delivery”, “stocktake”) is worth writing: it shows up in the history.
Every change is recorded, so the history on that same panel always explains the current level: what moved it, by how much, which invoice was responsible, and where the count landed. That is also why the level can only be changed by an adjustment and not edited as a plain field.
Stock is allowed to go negative. weBiller will not stop you sending an invoice because a count looks short; a stale number is not a reason to hold up billing. Use the Low stock only filter on the list as your reorder list.
Revenue per product
Because an invoice line remembers which item it came from, the reports screen can show Top products: units sold, revenue, and, for items with a cost price, the margin. Credited invoices net themselves out. Anything typed straight onto an invoice, rather than picked from the catalog, is grouped into one “outside the catalog” figure so the totals still add up. See Reports.
Archiving
Use Archive to retire an item you no longer sell, and Restore to bring it back. Turn on Show archived to see archived items. Archiving keeps past invoices that used the item unchanged, and archived items still appear in revenue reports for the periods they sold in.