---
title: "Adding a Material Item to the Item Catalog"
slug: "adding-a-material-item-to-the-item-catalog"
tags: ["Language - English", "Area - Administration", "Area - Estimating", "Industry - Landscaping", "Type - Task (How-To)", "Role - System Admin", "Role - Branch Admin", "Skill Level - 1 (Beginner)"]
updated: 2025-11-24T23:38:35Z
published: 2025-11-24T23:38:35Z
canonical: "guide.youraspire.com/adding-a-material-item-to-the-item-catalog"
---

> ## Documentation Index
> Fetch the complete documentation index at: https://guide.youraspire.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Adding a Material Item to the Item Catalog

## **Purpose**

Having dedicated material items defined in your catalog ensures estimates accurately capture all material needs and costs.

Some common material item examples include:

- *Raw Materials* like concrete, rebar, lumber or mulch for materials utilized on jobs.
- *Finished Goods* like windows, or doors, appliances for materials installed.
- *Consumables* like nails, screws, or caulking.

By building out these material items upfront, you can precisely quote, track, and analyze material expenses.

Key benefits include consistent pricing, efficient estimating, cost monitoring, inventory management, and customer billing.

In this article, we will talk specifically about *Material* items, which is one of 6 item types you are able to use during the estimating process in Aspire.

## **Requirements**

✅In order to add *Items* to the *Item Catalog*, you must have *System Admin* or *Branch Admin* permission.

✅If you have *Branch Admin* permission you’d also need *Enhanced Branch Admin Security* added to your user role.

## **Creating a Material Item in the Item Catalog**

Before items can be used on estimates, they must first be created in the item catalog. The item catalog is located in the *Estimating* tab of *Administration,* and serves as a record of current or past items that have been created for estimating services.

When it comes to organization, your item catalog structures items logically, making it easy to find what you need when estimating. By adding items to your catalog, it becomes an invaluable reference that promotes consistency and standardizes pricing across estimates!

🧠 Some *Material* item examples include: *65 gal Tree 8’, 7 Gal. Shrub, American Witch- Hazel, 2’’ fittings, stepping stones or decoders .*

To add an item to the catalog:

- Click your *Profile Icon* in the blue side menu. Then, select *Administration.*

*![](https://cdn.document360.io/5942a8d7-f3b1-4919-bdfa-d477d8498fe3/Images/Documentation/adding-a-material-item-to-the-item-catalog-image-4fcpikvf.png?sv=2026-02-06&spr=https&st=2026-11-13T09%3A58%3A23Z&se=2026-11-13T10%3A58%3A23Z&sr=c&sp=r&sig=RVwkeSlx6VrUHxIfuDH3mTRDyyFRPcykCStU9n1Ouh8%3D)*

- Navigate to the *Estimating* tab and then select the *Item Catalog* tab.

![](https://cdn.document360.io/5942a8d7-f3b1-4919-bdfa-d477d8498fe3/Images/Documentation/adding-a-material-item-to-the-item-catalog-image-mtldlmnq.png?sv=2026-02-06&spr=https&st=2026-11-13T09%3A58%3A23Z&se=2026-11-13T10%3A58%3A23Z&sr=c&sp=r&sig=RVwkeSlx6VrUHxIfuDH3mTRDyyFRPcykCStU9n1Ouh8%3D)

- To create a new item for the item catalog, click the blue *New* icon and a dropdown menu will appear. Select the *New Material* item type.

![](https://cdn.document360.io/5942a8d7-f3b1-4919-bdfa-d477d8498fe3/Images/Documentation/adding-a-material-item-to-the-item-catalog-image-j5sjt1dn.png?sv=2026-02-06&spr=https&st=2026-11-13T09%3A58%3A23Z&se=2026-11-13T10%3A58%3A23Z&sr=c&sp=r&sig=RVwkeSlx6VrUHxIfuDH3mTRDyyFRPcykCStU9n1Ouh8%3D)

- The *New Material Item* screen will appear.

![](https://cdn.document360.io/5942a8d7-f3b1-4919-bdfa-d477d8498fe3/Images/Documentation/adding-a-material-item-to-the-item-catalog-image-y8xc5c5k.png?sv=2026-02-06&spr=https&st=2026-11-13T09%3A58%3A23Z&se=2026-11-13T10%3A58%3A23Z&sr=c&sp=r&sig=RVwkeSlx6VrUHxIfuDH3mTRDyyFRPcykCStU9n1Ouh8%3D)

You can begin to add your *Material Item* details to get closer to adding it to the *Item Catalog!*

- Type in the material’s *Item Name*.
  - This will be the name that is displayed on your customer’s proposal.

![](https://cdn.document360.io/5942a8d7-f3b1-4919-bdfa-d477d8498fe3/Images/Documentation/adding-a-material-item-to-the-item-catalog-image-7l0lzxyo.png?sv=2026-02-06&spr=https&st=2026-11-13T09%3A58%3A23Z&se=2026-11-13T10%3A58%3A23Z&sr=c&sp=r&sig=RVwkeSlx6VrUHxIfuDH3mTRDyyFRPcykCStU9n1Ouh8%3D)

- The *Alternate Name* can be the same as the item name, left blank, or updated.
  - You can edit the alternate name to be a specific name of a product, plant genus, species or other scientific names as needed.
  - *Alternate Name* appears in the *Item Catalog Search Lis*t, when searching in the *Purchasing Assistant*, is available for use on *Purchase Receipt* layouts or on estimate sheet layouts.
- Select the *Category* that the *Material Item* should belong to.
  - Item categories include *Irrigation, Fertilizer, Perennials, Chemical, Soil, Plant, Sod, and Seed*.
    - Item categories can be set up in *Lists* in *Administration*.
      - You can navigate there by selecting your *Profile Icon* ▶️ *Application* ▶️ *Lists* ▶️ *Catalog Item Categor*y ▶️ Then, you’d select the *New* button to create a new category!

📑Learn more about the differences between [Item Name vs. Item Alternate Name vs. Item Code by clicking here](https://guide.youraspire.com/docs/item-name-vs-item-alternate-name-vs-item-code).

![](https://cdn.document360.io/5942a8d7-f3b1-4919-bdfa-d477d8498fe3/Images/Documentation/adding-a-material-item-to-the-item-catalog-image-63l646x2.png?sv=2026-02-06&spr=https&st=2026-11-13T09%3A58%3A23Z&se=2026-11-13T10%3A58%3A23Z&sr=c&sp=r&sig=RVwkeSlx6VrUHxIfuDH3mTRDyyFRPcykCStU9n1Ouh8%3D)

- The *Item Code* field is also available below *Item Category*.
  - This is an *optional* field where you can enter a vendor code or manufacturer code.
  - This field is also commonly used for irrigation part codes that come from SiteOne!

![](https://cdn.document360.io/5942a8d7-f3b1-4919-bdfa-d477d8498fe3/Images/Documentation/adding-a-material-item-to-the-item-catalog-image-enzju4uo.png?sv=2026-02-06&spr=https&st=2026-11-13T09%3A58%3A23Z&se=2026-11-13T10%3A58%3A23Z&sr=c&sp=r&sig=RVwkeSlx6VrUHxIfuDH3mTRDyyFRPcykCStU9n1Ouh8%3D)

- The *Material Item ID 1 and 2* fields are for entering or customizing an identifier of your material item type if you create *Plant Tags*. These fields can also be used on purchase receipts.
  - You can not use the material item fields when building *Kits.*

📑 In this next section, we discuss *Purchase Units* vs. *Allocation Units*. For a more detailed explanation of how to set these up, [read this article!](https://guide.youraspire.com/docs/purchase-units-vs-allocation-units-1)

- Enter in how much the unit cost is from the vendor in the *Purchase Unit Cost* field.
- Select the purchase unit’s measurement which is how the item is ordered or bought.

![](https://cdn.document360.io/5942a8d7-f3b1-4919-bdfa-d477d8498fe3/Images/Documentation/adding-a-material-item-to-the-item-catalog-image-cummhswa.png?sv=2026-02-06&spr=https&st=2026-11-13T09%3A58%3A23Z&se=2026-11-13T10%3A58%3A23Z&sr=c&sp=r&sig=RVwkeSlx6VrUHxIfuDH3mTRDyyFRPcykCStU9n1Ouh8%3D)

- Select the allocation unit’s measurement in how the item will be allocated to jobs.
  - If unit measure is different from the *Purchase Unit* you will need to fill out the conversion factor in the *Allocation* field.

⚠️Make sure the item catalog’s purchase unit is entered and converted correctly with the correct *Allocation Unit*. This is important when processing your vendor’s invoices. If the *Allocation Unit* is entered incorrectly in the purchase receipt, this could cause inaccuracies in your revenue.

![](https://cdn.document360.io/5942a8d7-f3b1-4919-bdfa-d477d8498fe3/Images/Documentation/adding-a-material-item-to-the-item-catalog-image-szotc0oy.png?sv=2026-02-06&spr=https&st=2026-11-13T09%3A58%3A23Z&se=2026-11-13T10%3A58%3A23Z&sr=c&sp=r&sig=RVwkeSlx6VrUHxIfuDH3mTRDyyFRPcykCStU9n1Ouh8%3D)

📌 Note: The *Allocation Item Cost* will update once the item has been saved.

![](https://cdn.document360.io/5942a8d7-f3b1-4919-bdfa-d477d8498fe3/Images/Documentation/adding-a-material-item-to-the-item-catalog-image-138eqdct.png?sv=2026-02-06&spr=https&st=2026-11-13T09%3A58%3A23Z&se=2026-11-13T10%3A58%3A23Z&sr=c&sp=r&sig=RVwkeSlx6VrUHxIfuDH3mTRDyyFRPcykCStU9n1Ouh8%3D)

- The *EPA Name* and *Number* fields can be used to enter the item’s *Environmental Protection Agency*identification details.
  - These fields are used to help categorize specific chemical material items.
- Assign the branch(es) for where the item will be available. This function is available only if the *Enhanced Branch Admin Security* permission is checked in *Administration* ➡️ *Configuration* ➡️ *Application.*
- You can select *All Branches* so your item is available to all branches, or if your item is specific to a certain branch, you can select the branch from this drop down.

![](https://cdn.document360.io/5942a8d7-f3b1-4919-bdfa-d477d8498fe3/Images/Documentation/adding-a-material-item-to-the-item-catalog-image-bsnmpif8.png?sv=2026-02-06&spr=https&st=2026-11-13T09%3A58%3A23Z&se=2026-11-13T10%3A58%3A23Z&sr=c&sp=r&sig=RVwkeSlx6VrUHxIfuDH3mTRDyyFRPcykCStU9n1Ouh8%3D)

- The *Takeoff Item*drop down is used to allow Aspire to automatically calculate item quantities on estimates.
  - If desired, select the *Takeoff Item*from where the calculation on the estimate should happen.
    - This is mainly used for building kits or when building maintenance contracts and can be added to properties on an individual properties’ detail page.

![](https://cdn.document360.io/5942a8d7-f3b1-4919-bdfa-d477d8498fe3/Images/Documentation/adding-a-material-item-to-the-item-catalog-image-iykwgjk3.png?sv=2026-02-06&spr=https&st=2026-11-13T09%3A58%3A23Z&se=2026-11-13T10%3A58%3A23Z&sr=c&sp=r&sig=RVwkeSlx6VrUHxIfuDH3mTRDyyFRPcykCStU9n1Ouh8%3D)

- The *Description* field provides a more complete description of the item.
  - This note becomes available when the item is placed onto a service in the estimate.
    - Add a description here if you need notes to appear on services in your opportunity estimate.

![](https://cdn.document360.io/5942a8d7-f3b1-4919-bdfa-d477d8498fe3/Images/Documentation/adding-a-material-item-to-the-item-catalog-image-lj0grhmn.png?sv=2026-02-06&spr=https&st=2026-11-13T09%3A58%3A23Z&se=2026-11-13T10%3A58%3A23Z&sr=c&sp=r&sig=RVwkeSlx6VrUHxIfuDH3mTRDyyFRPcykCStU9n1Ouh8%3D)

🧠You can also choose to include the item description in a proposal layout to give extra information to your customer.

- Checking the *Available to bid* checkbox will make sure the item can be used when estimating a service that contains the item.

![](https://cdn.document360.io/5942a8d7-f3b1-4919-bdfa-d477d8498fe3/Images/Documentation/adding-a-material-item-to-the-item-catalog-image-pp5pgsj1.png?sv=2026-02-06&spr=https&st=2026-11-13T09%3A58%3A23Z&se=2026-11-13T10%3A58%3A23Z&sr=c&sp=r&sig=RVwkeSlx6VrUHxIfuDH3mTRDyyFRPcykCStU9n1Ouh8%3D)

- Select **Inventory Item** to make the item available to be received into inventory and allocated from Aspire Mobile, Purchasing Assistant, or Time Entry.

Aspire requires an inventory item to track unit cost and quantity so costs can post accurately to jobs.

Items not marked as inventory cannot be allocated from Aspire Mobile. Instead, record their use by creating a **Purchase Receipt** or linking the item through the Purchasing Assistant.
  - This is typically used for items that you purchase to keep on hand. This tells Aspire you're receiving those items into inventory, and they'll be available for Crews to use on jobs and allocate to a *Work Ticket,* ensuring proper accounting for the cost of those items.

> [!TIP]
> Tip:
> 
> To verify that inventory items are available in Aspire Mobile, check that both **Inventory Item** and **Available to bid** are enabled.

![](https://cdn.document360.io/5942a8d7-f3b1-4919-bdfa-d477d8498fe3/Images/Documentation/adding-a-material-item-to-the-item-catalog-image-aeq1gbjl.png?sv=2026-02-06&spr=https&st=2026-11-13T09%3A58%3A23Z&se=2026-11-13T10%3A58%3A23Z&sr=c&sp=r&sig=RVwkeSlx6VrUHxIfuDH3mTRDyyFRPcykCStU9n1Ouh8%3D)

- The Allocate from Mobile checkbox is available only for Material and Equipment Items. When checked for *Equipment Items*, like skid steers or snow plows that are used during Snow operations, you can track how many hours the Equipment was used on *Work Tickets* using *Aspire Mobile* or *Time Entry.*
  - But, here's the catch: only check Allocate from Mobile if the *Equipment* has a zero dollar cost since we are tracking the amount of time the *Equipment* was used, not adding the price of the *Equipment* to the job cost.

![](https://cdn.document360.io/5942a8d7-f3b1-4919-bdfa-d477d8498fe3/Images/Documentation/adding-a-material-item-to-the-item-catalog-image-l16bb1gj.png?sv=2026-02-06&spr=https&st=2026-11-13T09%3A58%3A23Z&se=2026-11-13T10%3A58%3A23Z&sr=c&sp=r&sig=RVwkeSlx6VrUHxIfuDH3mTRDyyFRPcykCStU9n1Ouh8%3D)

The *Price List* is found at the bottom of the item details screen.

- You can select *New* to create a Allocation item cost different than the original cost by entering the new price list purchase unit cost.
  - This new cost will be applied to the price list catalog you’ve selected.

![](https://cdn.document360.io/5942a8d7-f3b1-4919-bdfa-d477d8498fe3/Images/Documentation/adding-a-material-item-to-the-item-catalog-image-0gx3r10n.png?sv=2026-02-06&spr=https&st=2026-11-13T09%3A58%3A23Z&se=2026-11-13T10%3A58%3A23Z&sr=c&sp=r&sig=RVwkeSlx6VrUHxIfuDH3mTRDyyFRPcykCStU9n1Ouh8%3D)

🧠Reminder: Price List Catalogs are used for setting up pricing overrides at the branch level for specific items in the catalog. *Catalog Price Lists* are added to your organization’s *Branches* on the *Branches* screen.

- When all of your edits to your *Material Item* have been made, select *Save* to add your material item to the item catalog.

⚠️ If you want to edit the item name later, after it has been bid, we recommend not changing the name on the original item. Instead, make the item unavailable to bid and create a new item in your item catalog. Update your kits and templates with that item, then deactivate the old item.

## **Next Steps**

Once your item has been saved to the item catalog, you can proceed to learning more about *Kits* to get you closer to estimating for your customer’s opportunities! Read about Kits [here.](https://guide.youraspire.com/docs/creating-a-kit-for-the-item-catalog)

📑 If you're looking to use the import spreadsheet to help you import your items with the help of *AspireCare,* please read [this article](https://guide.youraspire.com/docs/guidelines-to-submitting-an-aspirecare-ticket).