Sales Catalog
Your product and service catalog for building quotations and tracking sales items.
Overview
The Sales Catalog is the master list of every product, service, and bundle your organisation sells. It acts as the single source of truth for item names, SKUs, pricing, and tax rates — any time a rep builds a quotation, they pick line items directly from the catalog rather than typing prices manually, eliminating pricing errors and ensuring quotes always reflect your current pricing structure.
The catalog supports three item types: Product (a physical or digital good), Service (billable time or deliverable), and Bundle (a pre-packaged set of products and/or services sold as a single SKU). Bundles automatically expand into their component line items when added to a quotation.
Catalog Item Fields
| Field | Required | Description |
|---|---|---|
| Name | Yes | The display name used in quotations, invoices, and reports. Must be unique within the catalog. |
| SKU | No | Stock-keeping unit code for internal tracking and integration with Purchase module and external warehouse systems. |
| Type | Yes | Product, Service, or Bundle. |
| Description | No | Full product description shown in the quotation PDF line item. Supports basic formatting. |
| Unit Price | Yes | The default selling price before discounts. The currency is taken from the default price list. |
| Currency | Yes | Defaults to your account's base currency. Override for items always sold in a foreign currency. |
| Tax Rate | No | VAT or sales tax rate applied automatically in quotations. Can be overridden per line item on a quote. |
| Category | No | Custom category for filtering the catalog list (e.g. "Hardware", "SaaS", "Consulting", "Support"). |
| Image | No | Product thumbnail shown in grid view and in the quotation PDF if "Include product images" is enabled in quote settings. |
Adding Items
Click Add Item in the top toolbar to open the item form. The form respects your Add Record Mode setting (Settings → Appearance) — in Modal mode it opens as an overlay; in Panel mode it opens as a right-side slide-in panel. The Save button is disabled until the Name field is filled.
To add multiple items in one session, click Save and keep the form open (the "Save & Add Another" button) rather than closing and reopening the form each time. When your items are imported from a spreadsheet, use the Import button in the toolbar to upload a CSV following the template format available from the Import dialog.
Tip — Duplicate for Variants
To create catalog items that differ only in one attribute (e.g. the same service at different price tiers), open the original item, click the Duplicate icon in the item row, and edit just the differing field on the copy. This is faster than filling a new form from scratch and reduces the risk of typos in repeated fields.
Search & Filter
The filter bar above the catalog list gives you several ways to find items quickly:
- Search — real-time text search across item name and SKU. Results update with each keystroke.
- Type filter — narrow to Products, Services, or Bundles only.
- Category filter — show only items in a specific category.
- View toggle — switch between List view (compact, all fields visible in a table) and Grid view (card per item with thumbnail, best for visual catalogs with product images).
Pricing & Price Lists
The Sales Catalog supports multiple price lists for selling the same item at different prices to different customer segments. Common use cases: a Standard price list for regular customers, a Wholesale price list for distributors, and a VIP price list for key accounts.
Manage price lists in Settings → Sales → Price Lists. Assign a price list to a CRM contact or a deal — when you add that contact to a quotation, the correct price list is selected automatically and all catalog items pick up their price-list price rather than the default unit price.
Integration with Other Modules
The Sales Catalog is connected to several other TotalApp modules, keeping product data consistent across your entire operation:
Quotations
Reps search and add catalog items to quotation line items. Price, tax rate, and description are pre-filled from the catalog. Changes in the catalog do not retroactively update already-sent quotations.
Purchase → Products
Catalog items with a matching SKU are linked to Purchase Products & Variants. The cost price from Purchase is visible alongside the selling price in the catalog for margin calculation.
Sales Dashboard
Top Products on the dashboard links back to catalog items. Click a product on the dashboard to open its full catalog entry with the complete sales history for that item.
Multi-select & AI Assistant
Every catalog product — in both List and Card view — has a selection checkbox, letting you pick a specific set of products to focus on. The checkbox shape and fill style (circle/square, with or without a checkmark icon) follow your List Style preference in Settings → Appearance, matching the multi-select tables used across TotalApp. If List Style is set to force card rendering, the catalog switches to cards automatically and each card carries the same selection checkbox.
- Click the header checkbox in List view to select or clear all products currently in view
- A selected-count indicator with a Clear action appears in the toolbar once at least one product is checked
A floating AI Assistant tab on the right edge of the screen opens a chat panel scoped to the full product catalog — SKU, name, category, base price, cost price, stock quantity, publish status, and sales channels. It can help you:
Margin Analysis
Identify products with thin or negative margins.
Pricing Insight
Suggest pricing adjustments and flag inconsistent pricing across similar products.
Publication Gaps
Flag unpublished products that are ready to sell, or published products with no price set.
Stock-aware Recommendations
Cross-reference stock levels with sales channel exposure.
The panel includes chat history, a new-chat button, a fullscreen option, and knowledge attachment, matching the standard TotalApp AI Assistant pattern. It respects your configured Writer Engine (Local CLI, Ollama, or API) from Settings → Agentic.