Line Items & Pricing

Line Items & Pricing

Adding Line Items

Line items represent the products, services, or fees on your document. Click Add Line Item to add a row. Each line item has the following fields:

• Name (required) — A short description of the item or service.
• Description (optional) — A longer explanation (up to 5,000 characters).
• Quantity (required) — How many units. Supports up to 4 decimal places (e.g., 1.5 hours).
• Unit (optional) — The unit of measure, such as “hours”, “items”, “days”, “meters”, etc.
• Unit Price (required) — Price per unit. Supports up to 4 decimal places.
• Discount Type — Either Percentage or Fixed Amount.
• Discount Value (optional) — The discount as a percentage or flat amount.
• Taxable — Whether this line item is subject to tax.
• Tax Rate (optional) — The tax percentage (e.g., 10% GST). Supports up to 4 decimal places.
• Tax Name (optional) — A label for the tax, such as “VAT”, “GST”, or “Sales Tax”.
• Optional — Mark the item as optional so the recipient can choose whether to include it.

How Totals Are Calculated

The system uses precision arithmetic for all financial calculations to avoid rounding errors. Here is how each line item total is computed:

1. Subtotal = Quantity × Unit Price
2. Discount: If discount type is percentage, the discount amount is (Subtotal × Discount Value) ÷ 100. If discount type is fixed, the discount amount equals the discount value directly.
3. After Discount = Subtotal − Discount Amount
4. Tax: If the item is taxable, Tax Amount = (After Discount × Tax Rate) ÷ 100.
5. Line Total = After Discount + Tax Amount

The document totals are then:

• Document Subtotal = Sum of all selected line item subtotals (optional items that are not selected are excluded).
• Total Discount = Sum of all selected line item discounts, plus any document-level discount.
• Total Tax = Sum of all selected line item tax amounts.
• Grand Total = Subtotal − Discount + Tax.
• Amount Due = Grand Total − Amount Already Paid (minimum zero).

Sections

For complex documents with many line items, organise them into sections. Each section has:

• Name (required) — The section heading (e.g., “Design Phase”, “Development Phase”).
• Description (optional) — Additional details about the section.
• Show Subtotal — Whether to display a subtotal for just the items in this section.

You can drag and drop to reorder both line items and sections.

Optional Items

Mark any line item as optional. When the recipient views the document, they can select which optional items they want to include. The totals update dynamically based on their selections. This is useful for presenting upsells, add-ons, or tiered pricing.

Only selected optional items count toward the document total. When you convert a document (e.g., quote to invoice), only the selected items carry over.