Set up your price list

Your price list (price book, or products and services) is what you pick from when you add a line to a quote. Each service has a unit, a price, an optional cost, whether it’s taxed, and optionally a formula that works out the quantity from a measurement. It’s under Settings → Price list.

You don’t start from nothing: the trade you picked when you set up your business filled in starter services for that kind of work: five for General (like a service call, labor and a trip charge), ten for lawn and exterior, and more for each of the other trades, from cleaning and plumbing to paving and roofing. Change their prices to yours and delete the ones you don’t sell. See Choose a trade preset.

Add a service

Open Settings → Price list and choose Add service. A row called “New service” appears at the end of the list.
Fill in the row. Each box saves as soon as you click or tab out of it; there’s no save button.
- The name, in bold under Service, is what goes on the quote. A service needs a name: if you empty the box, it goes back to the old name.
- Category, the small box under the name, is optional. It shows beside the service when you add a line to a quote, you can search by it, and it groups the picture tiles on the iPad’s roof site visit.
- Unit: what you sell it by, like ea, hr, sq ft, sq or ton. A new service starts as ea.
- Price: the price for one unit.
- Cost: what one unit costs you, if you want to track it. With both a price and a cost, the margin shows underneath, like “35% margin”, in red when the cost is more than the price.
- Formula: leave it at None unless you want the quantity worked out from a measurement. See Fill in quantities with a formula.
Tick or untick Taxable, Show on quotes and Add to every job on the right.

Taxable means the line is taxed at the quote’s sales tax rate. That rate comes from Sales tax (%) in Settings → Company when the quote is made. See Set your business details, tax and defaults.

Show on quotes means it’s offered when someone adds a line to a quote. Untick it to stop offering a service without deleting it.

Add to every job puts the service on new jobs and quotes as a line, once, like a trip charge. Take it off one like any other line. A job made from a quote doesn’t get it again, since it has the quote’s lines.

Add a picture

The Picture column shows each service’s picture. Without one, Crewtavo draws one to match the service’s name. To use a photo of your own, like your shingle line or a finished patio:

Choose the picture (it says Add or Change).
Pick a photo, a JPEG or PNG.

Remove under it goes back to the drawing. The picture shows on the tiles your salesperson taps through on the iPad during a roof site visit, grouped by category. See Get a roof estimate out from the aerial.

How services get onto a quote

On a quote, Add from price list lists every service with Show on quotes ticked. Search it by name or category, and choose one. The line gets the service’s name, description, unit, price, cost, taxable setting and formula, with a quantity of 1. See Create and send a quote.

The quote keeps what it got. Changing a price on your price list changes the next lines you add, not the quotes and invoices you’ve already made, so update the line on an open quote yourself if it should change too.

Clients never see your cost. It stays on the quote’s lines for your team, so you can see what a job should cost you.

Fill in quantities with a formula

A formula works out a line’s quantity from a measurement you draw on the map, so you don’t have to do the math. For example, a lawn treatment priced per 1,000 square feet could be area_sqft / 1000, and sod with 10% extra area_sqft * 1.1.

Type the formula in the Formula box and click out of it. Crewtavo checks it straight away. If it can’t work it out, it says “That formula doesn’t work. Check the spelling, for example area_sqft.” and doesn’t save it.
Once there’s a formula, choose under it what it sets:
- Sets the quantity (the usual): the formula’s answer is how many units go on the line.
- Sets the price: the answer is the line’s price for one unit, for something whose price depends on the size of the job.

When you apply a measurement to a quote, every line with a formula is filled in from it.

Open Using formulas above the list for the names you can use:

area_sqft (square feet), area_sqyd (square yards), length_ft (feet), count, depth_in (inches), pitch_factor and waste.
For roofs: the edges eave_ft, rake_ft, ridge_ft, hip_ft and valley_ft, and the roof’s surface and squares: roof_sqft, squares, roof_squares and steep_squares.
For paving takeoffs: a value for each kind of item drawn on the map, like asphalt_sqft, sealcoat_sqft, crack_ft or stripe_ft.

For more on measuring and the formulas that go with it, see Measure a yard or a roof, Get a roof estimate out from the aerial and Bid a paving job from the aerial.

Find, hide and delete services

Search services finds a service by its name or category. Searching from the top of any screen finds price list services too, and opens this list on the one you choose. See Find anything with search.
Show hidden lists the services with Show on quotes unticked as well. They’re faded.
Delete, on the right of each service, asks “Delete “…”?”. Quotes and invoices that already have the service keep their lines. A deleted service can’t be brought back, so if you might sell it again, untick Show on quotes instead.

Download your price list

Download saves the whole price list, hidden services too, as a CSV spreadsheet with each service’s name, category, unit, price, cost, taxable setting and formula. Open it in Excel or Google Sheets.

Import a price list

To bring in a price list from a spreadsheet, or from another app:

Save it as a CSV file with column names in the first row: name, description, unit, price, cost, taxable and category. Only a name is needed.
Choose Import, then Choose a spreadsheet (.csv) and pick the file.
Crewtavo matches your columns by their names. Check each one, choose another column, or choose Don’t import.
Choose Import. It says how many it’ll add first.

It recognizes the usual names for each column, like Item, Product / Service, Rate or Unit Price, Unit Cost, Tax, Type and UOM. Prices can have dollar signs and commas.

From Jobber: in Jobber, open Settings → Products & Services, choose Export, then import that file here. See Switch from Jobber.

What happens to each row:

A name already in your price list is skipped, however it’s capitalized, so importing the same file twice doesn’t make doubles, and the starter services from your trade stay as they are.
A row without a name is skipped, and if a name is in the file twice, only the first is added.
A blank unit becomes ea, and a blank price 0.
Every service is taxable unless its taxable column says no, n, false, 0, non-taxable or exempt.
Imported services go on the end of the list with Show on quotes ticked. Formulas and pictures don’t import; add them afterwards.

If Crewtavo says “That file has no rows to import. The first row should be column names.”, the file is empty or has only the header row. A spreadsheet saved as Excel (.xlsx) has to be saved as CSV first.

Who can change the price list

Role	Price list
Owners and admins	See and change everything.
Office staff	See and change everything, if their role has Price list, checklists, crews and booking forms (it does unless you’ve turned it off).
Estimators	See the price list and download it, but can’t change it.
Crew leads, field crew and subcontractors	Don’t see it.

To let someone else change prices, give them a role that includes Price list, checklists, crews and booking forms. See What each role can see and do.