---
title: "Adding Equipment Items to the Item Catalog"
slug: "adding-equipment-items-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: 2025-10-30T19:58:05Z
published: 2025-10-30T19:58:05Z
canonical: "guide.youraspire.com/adding-equipment-items-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 Equipment Items to the Item Catalog

## **Purpose**

An equipment item is a specific item type that is used when performing a service and needs to be added to your customer’s estimates. Typically, they have a cost associated with them.

Having a set of predefined equipment items in your catalog provides significant benefits for accurately quoting and tracking equipment related costs!

You could track equipment items from categories like:

- *Rental Equipment* - You can create catalog items for rental machinery like excavators, and skid steers, with different rental pricing structures built into your pricing.
- *Owned Assets* - Build items for owned equipment items with time based billing rates to properly capture utilization costs on jobs.

Then, when using items from the *Item Catalog* during the estimating process, you can quickly select these predefined items!

🧠 Some *Equipment* item examples include: *Skid Steer, Bobcat, and Sod Cutter.*

## **Requirements**

✅In order to add Equipment *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 an Equipment Item in the Item Catalog**

Before *Equipment* 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, is a* record of current or past items that have been created for estimating services.

⚠️ In this article, we will go over important fields to use, and skip over the ones not needed for equipment item set up.

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-equipment-items-to-the-item-catalog-image-8k70ktvq.png?sv=2026-02-06&spr=https&st=2026-11-13T10%3A06%3A32Z&se=2026-11-13T11%3A06%3A32Z&sr=c&sp=r&sig=vcSRoNFyWT6ejI7kBdZv2tvmfGA7nSPA1edKdbj5WrQ%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-equipment-items-to-the-item-catalog-image-35bfidal.png?sv=2026-02-06&spr=https&st=2026-11-13T10%3A06%3A32Z&se=2026-11-13T11%3A06%3A32Z&sr=c&sp=r&sig=vcSRoNFyWT6ejI7kBdZv2tvmfGA7nSPA1edKdbj5WrQ%3D)

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

![](https://cdn.document360.io/5942a8d7-f3b1-4919-bdfa-d477d8498fe3/Images/Documentation/adding-equipment-items-to-the-item-catalog-image-hydb8y83.png?sv=2026-02-06&spr=https&st=2026-11-13T10%3A06%3A32Z&se=2026-11-13T11%3A06%3A32Z&sr=c&sp=r&sig=vcSRoNFyWT6ejI7kBdZv2tvmfGA7nSPA1edKdbj5WrQ%3D)

- The *New Equipment Item* screen will appear.

![](https://cdn.document360.io/5942a8d7-f3b1-4919-bdfa-d477d8498fe3/Images/Documentation/adding-equipment-items-to-the-item-catalog-image-825ckegx.png?sv=2026-02-06&spr=https&st=2026-11-13T10%3A06%3A32Z&se=2026-11-13T11%3A06%3A32Z&sr=c&sp=r&sig=vcSRoNFyWT6ejI7kBdZv2tvmfGA7nSPA1edKdbj5WrQ%3D)

- You can begin to add your *Equipment Item* details to get closer to adding it to the *Item Catalog!*
- Type in the Equipment’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-equipment-items-to-the-item-catalog-image-xhh14pxz.png?sv=2026-02-06&spr=https&st=2026-11-13T10%3A06%3A32Z&se=2026-11-13T11%3A06%3A32Z&sr=c&sp=r&sig=vcSRoNFyWT6ejI7kBdZv2tvmfGA7nSPA1edKdbj5WrQ%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.

![](https://cdn.document360.io/5942a8d7-f3b1-4919-bdfa-d477d8498fe3/Images/Documentation/adding-equipment-items-to-the-item-catalog-image-v7dtxp5k.png?sv=2026-02-06&spr=https&st=2026-11-13T10%3A06%3A32Z&se=2026-11-13T11%3A06%3A32Z&sr=c&sp=r&sig=vcSRoNFyWT6ejI7kBdZv2tvmfGA7nSPA1edKdbj5WrQ%3D)

- Select the *Category* that the *Equipment Item*should belong to.
  - Most users of Aspire use the *Equipment* category type, but you can create custom categories as you need!
    - Custom *Catalog Item Categories* can be set up in *Lists* in *Administration*.
- 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.

![](https://cdn.document360.io/5942a8d7-f3b1-4919-bdfa-d477d8498fe3/Images/Documentation/adding-equipment-items-to-the-item-catalog-image-62znhdq9.png?sv=2026-02-06&spr=https&st=2026-11-13T10%3A06%3A32Z&se=2026-11-13T11%3A06%3A32Z&sr=c&sp=r&sig=vcSRoNFyWT6ejI7kBdZv2tvmfGA7nSPA1edKdbj5WrQ%3D)

📑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).

📑 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-equipment-items-to-the-item-catalog-image-lxupnzg4.png?sv=2026-02-06&spr=https&st=2026-11-13T10%3A06%3A32Z&se=2026-11-13T11%3A06%3A32Z&sr=c&sp=r&sig=vcSRoNFyWT6ejI7kBdZv2tvmfGA7nSPA1edKdbj5WrQ%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.

**See chart below for examples:**

| Item Name | Purchase Unit | Conversion | Allocation Unit |
| --- | --- | --- | --- |
| Chipper Rental | 1 Day | 1 | Day |
| Sod Cutter | Dollars | 1 | Dollars |
| Skid Steer | 1 Day | 8 | Hours |

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

- 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.*
- 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-equipment-items-to-the-item-catalog-image-h3gxrafh.png?sv=2026-02-06&spr=https&st=2026-11-13T10%3A06%3A32Z&se=2026-11-13T11%3A06%3A32Z&sr=c&sp=r&sig=vcSRoNFyWT6ejI7kBdZv2tvmfGA7nSPA1edKdbj5WrQ%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.

![](https://cdn.document360.io/5942a8d7-f3b1-4919-bdfa-d477d8498fe3/Images/Documentation/adding-equipment-items-to-the-item-catalog-image-8rwatfjl.png?sv=2026-02-06&spr=https&st=2026-11-13T10%3A06%3A32Z&se=2026-11-13T11%3A06%3A32Z&sr=c&sp=r&sig=vcSRoNFyWT6ejI7kBdZv2tvmfGA7nSPA1edKdbj5WrQ%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-equipment-items-to-the-item-catalog-image-ju2oyy79.png?sv=2026-02-06&spr=https&st=2026-11-13T10%3A06%3A32Z&se=2026-11-13T11%3A06%3A32Z&sr=c&sp=r&sig=vcSRoNFyWT6ejI7kBdZv2tvmfGA7nSPA1edKdbj5WrQ%3D)

- Checking Inventory Item makes an item available to be received into inventory and allocated from *Aspire Mobile, Purchasing Assistant,* or *Time Entry.*
  - 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.

![](https://cdn.document360.io/5942a8d7-f3b1-4919-bdfa-d477d8498fe3/Images/Documentation/adding-equipment-items-to-the-item-catalog-image-usgyio9d.png?sv=2026-02-06&spr=https&st=2026-11-13T10%3A06%3A32Z&se=2026-11-13T11%3A06%3A32Z&sr=c&sp=r&sig=vcSRoNFyWT6ejI7kBdZv2tvmfGA7nSPA1edKdbj5WrQ%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-equipment-items-to-the-item-catalog-image-q8h1g4p3.png?sv=2026-02-06&spr=https&st=2026-11-13T10%3A06%3A32Z&se=2026-11-13T11%3A06%3A32Z&sr=c&sp=r&sig=vcSRoNFyWT6ejI7kBdZv2tvmfGA7nSPA1edKdbj5WrQ%3D)

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

- You can select *New*to create an Allocation item cost different from 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-equipment-items-to-the-item-catalog-image-r7blpo1a.png?sv=2026-02-06&spr=https&st=2026-11-13T10%3A06%3A32Z&se=2026-11-13T11%3A06%3A32Z&sr=c&sp=r&sig=vcSRoNFyWT6ejI7kBdZv2tvmfGA7nSPA1edKdbj5WrQ%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 *Equipmen*t Item have been made, select *save* to add it 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. Update kits and templates with that item, then deactivate the old item.