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Using QuoteBee.io Catalog Management in Google Docs

Catalog management

Catalog management feature can be used to define and store frequently used items (products and/or services) to reuse them directly while preparing quote. All items predefined in catalog are directly visible in QuoteBee.io add-on Quote table feature.

Please refer to Quote table help to know how to use catalog along with quote table to quickly and easily prepare quotes.

Some use cases where you may want to pre-define items in catalog are:

  1. Commonly/repeatedly used products or services
  2. Define pre-approved pricing and discount to avoid any internal process delays
  3. Grouping related items together for easier access when preparing quotes
  4. Explore cross-sell/up-sell opportunities

Quick start

  1. Open any Google document or create new. Catalog module does not modify active Google Document in anyway. Then start QuoteBee from Add-on menu.
  2. Select "Catalog" option from QuoteBee.io add-on sidebar in your Google Document.
  3. Edit existing items, copy existing items to create new, or select Add new to add new items.
  4. Add/Edit/Copy will open a items form where you can update your product or services details and save it in catalog.

Open Catalog management from QuoteBee.io sidebar


Adding items to catalog

To add new item in Catalog, click "Add new" button. It will open a blank item details form with following fields.

Catalog management add item form

Item fields

Folder

(Free text value, optional field)

Folders are used by QuoteBee.io to group items together. You may want to group items together for different reasons like dependent items or to provide easier access to cross-sell/up-sell information to your sales team by grouping complimentary items together in same folder.

When you are adding new item for first time, there will be no existing folder.

Creating new folder

Any time you want to create a folder, just type the name of the folder in this field and QuoteBee.io will create a folder if none exists.

Using existing folder

If there are existing folders in your catalog, list of those folders will appear in the drop-down or type-ahead (autocomplete) depending on the browser and OS that you are using. In Chrome, double clicking on the field should present you with list of all existing folders in catalog. Select the one that you want to use and submit to save item in this folder.

Moving items between folders

If you want to move item from one folder to another existing or new folder, open item in edit mode and select existing folder from list or enter new folder name and save it.

Leaving Folder blank

Folder field is an optional field. If you do not provide any value for it, QuoteBee.io will automatically group it under folder named "Default".

Deleting folders

Folder deletion is not supported. You can, however, archive all items in a folder. Folders with no active items will not appear in Catalog.

Catalog management item folders for grouping

SKU

(Free text value, optional field)

You can use this field if you are creating an item that has an associate SKU value. Please note that Catalog allows duplicate SKU values.

Item name

(Free text value, required field)

Provide name for item by which you want to identify it.

This name will also appear as line item title when adding it in your quotes using QuoteBee.io add-on Quote table feature.

Currency

(Currency name, required field)

Select currency for your item pricing. You can change the default currency that appears here under Settings option from QuoteBee.io add-on sidebar.

Please note that changing currency in Settings automatically changes currency symbol in Catalog. However, it does not perform any currency exchange calculation.

Price

(Decimal number, required field)

Define your item price here. Catalog supports only up to two decimal places for item prices.

Description

(Free text value, optional field)

Describe your item here in as much detail as you want. This will appear as line item description in your quote when you add it using QuoteBee.io add-on Quote table feature.

Custom fields

(Free text name and value, optional field)

Catalog management custom item fields

You can define custom fields for your items by selecting this option. It will add a Field name and Field value area for you to define custom fields.

Field name (Free text value, required field when present)

Provide meaningful name to your custom field here. Field name appears as column name in QuoteBee.io Quote table when you add any item from Catalog that has custom fields.

Field value (Free text value, required field when present)

Provide value for custom field here. Field values appear as column value against inserted line item in QuoteBee.io Quote table.

Please ensure that you do not include % sign or any non integer value for Discount field as this will result in pricing calculation error when you add it to QuoteBee.io Quote table.

Tip

You can define discount for items by using custom fields. Please name your custom field name exactly as "Discount" and discount percentage value (without % symbol) in field value.

Deleting custom fields

You can delete custom fields by selecting "X" mark next to it.

Click Submit to save item to catalog or cancel to discard changes and return to catalog.


Editing existing item

You can edit existing item in catalog by clicking on "Edit" icon against given item. It will open the existing item in edit mode. Update items fields as required and click submit to save changes or cancel to discard them.

Catalog management options

Info

Changing folder name when in edit mode moves item to updated folder name.

Copying existing item

You can easily copy item to quickly create similar items by clicking on "Copy" icon against item you want to clone. It will open the new item form with fields with existing item values. Update items fields as required and click submit to save changes or cancel to discard them.

Please note that this option will create a new item and not update existing item.

Deleting existing item

You cannot delete item from catalog, however, you can archive it from catalog. Doing so will not display it catalog anymore.

Search items in catalog

You can use search box in Catalog screen to look-up items in your catalog. Catalog will start filtering matching items as you type ahead.


Security of your data

QuoteBee.io Catalog feature stores all your data right in your Google Drive account. None of your catalog data leaves your Google account unless you manually add it to quotes and send the document to your customers.

This also means that your data is not locked. If for some reason you wish to stop using QuoteBee.io, your data is already stored in your Google Drive safely for use.

Warning

Please DO NOT manually open or modify Catalog data stored on your Google Drive as this may result in unexpected behaviour while using QuoteBee.io add-on. Use only QuoteBee.io Catalog features to manage your catalog for best experience.