Items

A catalogue of things you sell or bill for — a description, a rate, a tax rate, a group — so you are not typing the same line out by hand on every estimate and invoice.

When you would use this: to keep pricing consistent, and to add a line to a document quickly by picking an item instead of describing it from scratch.

An item is a template, not a live link: putting one on an estimate or invoice copies its description, rate and tax onto that line. Changing the item afterwards changes nothing already sent — a document is what it says it is on the day it went out, not a window onto today's price list.

Adding one: a description (kept short — long detail belongs in the longer description field on the line itself, not here), a rate in your normal currency, a unit label if you want one printed beside the quantity (purely a label — it does the printing and nothing else), a tax rate, and a group.

Retiring one: mark it inactive rather than deleting it, so a document that already used it keeps a readable history; an inactive item stops offering on new documents but changes nothing already sent.

What each option means: the rate must be a whole number of pence (or your currency's smallest unit) — a price that would round if typed as a fraction of a penny is refused rather than silently rounded.

A narrower view: seeing the catalogue only needs the same permission as seeing estimates; adding, editing or retiring an item needs a further one, so a colleague who can quote from the catalogue may not be able to change what is in it.

When it refuses: "You cannot manage items" means you can see and use the catalogue but not edit it — ask an Owner or Admin.