A one time item lets you add anything to any type of estimate, even if it isn’t in your item catalog.
Here’s a scenario: A customer asked for a quote on a backyard renovation that includes a pergola. They want us to install an outdoor TV in the pergola, which isn’t an item we usually deal with, so it’s not in our item catalog.
This article walks you through adding a One Time Service item to an estimate.
Requirements
In addition to the permissions needed to create or edit an estimate, you need the Allow One-Time Items permission added to your user role.
Steps
Here’s how we use the One Time Item feature to add the TV mentioned above to the estimate:
While creating an estimate, open the Add an Item dropdown.
Select New One Time Item at the top of the list. This opens the Add One-Time Service Item window.
If there’s an item in your catalog that’s similar to the one you want to add, use the Catalog Item dropdown to select it. This pre-fills the rest of the fields with the information from that item, and you can adjust the details. For our example, we skip this field.
Select an item Category for the item. For our example, we select “Other” because the outdoor TV doesn’t fit any of our existing item categories.
In the Item Name field, enter a descriptive name for the item. For our example, we enter Outdoor TV 65”.
Select a Unit Type for the item. For our example, we select “ea” (each) because we’re charging a per-unit price for the TV.
Enter an Item Type. We enter “Material” for the TV.
Finally, enter an Item Cost.
Note:
Item Cost isn’t a required field. In some unique situations, you may want to add something to the estimate that you’re providing or taking care of that doesn’t cost anything.
Select Save when you’re done adding item details. This opens the Service Item Details screen for the item where you can add an item description or estimating notes, and make adjustments to specific financial details. Learn more about what’s possible in our Service Item Details screen reference article.
Note:
If you want to add this item to the item catalog, you can check the Add to Catalog box at the bottom of the window. This box only appears if you have the Add Items to Catalog permission. If you add the item to the catalog, make sure you add any additional details in the catalog.
When you’re done making adjustments to the item, select the Estimate tab to return to the estimate.
Expected results
The one time item appears on the estimate and is included in the total estimated cost just like a regular catalog item. The item isn’t added to the catalog however, unless you checked the Add to Catalog box when adding the item.