How to Build Your Catalog in OpslyFlow

Click Catalog in the left sidebar. It's the simplest screen in OpslyFlow and the one that quietly makes every other screen faster. The header shows your item count and a + New item button. The body is a two-pane layout: your saved items on the left with a Search items box up top, and a details pane on the right that reads Select an item until you click one.

Think of the Catalog as your price book — the services and parts you sell over and over, each with a name, a default price, and a tax setting. Load it once and you stop retyping the same line items on every estimate, work order, and invoice.

Click any item and its details open on the right. A catalog entry is deliberately simple — the subtitle says it best: a reusable line item for invoices, estimates, and work orders. Four fields, and that's the whole thing.

Name.

What the item is called. It shows in the list and autofills the line-item description when you use the item.

Default Unit Price.

The price OpslyFlow drops in when you add the item. You can still override it per job — this is just the starting number.

Description.

Optional extra detail. Important: it prints on the customer's document, so treat it as customer-facing copy, not a scratchpad.

Taxable.

Whether sales tax applies when the item lands on a line. Items with it on wear a small TAX tag in the list.

Top-right are Edit and Delete. Editing changes the saved defaults for next time; it doesn't touch documents you've already created.

Click + New item. The New Catalog Item form opens with the same four fields, empty and ready. Give it a Name the way your crew actually says it out loud — "Water heater replacement (50 gal)" beats "WH-50" when you're scanning a list at 7am.

Set the Default Unit Price, add a Description only if it's safe for a customer to read, and flip Taxable to match how you bill the item. Click Create item and it's on the shelf. There's no limit — load your top 15 or 20 services and most of your quoting is done before you start.

The Description field is the one place a catalog item can bite you. Whatever you type here rides along onto the customer's estimate, work order, and invoice — the form even tells you so, right under the box: "Additional details that will appear on invoices."

Use it for genuinely useful customer-facing detail — what's included, what's covered — written the way you'd want a client to read it. Keep job-specific or internal notes out of it; those belong in the Notes section of the actual estimate or work order, not baked into the reusable item.

The Taxable toggle decides whether sales tax applies when the item is added to a line. Flip it on for the things your state taxes, off for the things it doesn't. Taxable items get a small TAX tag in the list, so you can eyeball your settings at a glance.

Set this once, correctly, and every future line item inherits the right behavior — no remembering to check a box on every quote.

You don't have to build the whole catalog up front. Anywhere you add a line item — an estimate, a work order, an invoice — the Add Line Item modal has a Save to catalog toggle. Type a one-off description and price, tick Save to catalog before you hit Add Item, and it's saved as a reusable entry for next time.

It's the lazy, correct way to build a price book: every time you quote something new, it lands in the Catalog automatically and you never type it twice.

As the list grows, the Search items box up top filters it instantly — type part of a name and the list narrows. Click a result to open it on the right, then use Edit to update the saved defaults or Delete to retire something you no longer sell.

Editing an item changes what autofills going forward; it doesn't rewrite estimates or invoices you've already created. Deleting just pulls it from the catalog so it stops suggesting — past documents keep the line items they were saved with.

Here's the whole point. Open any estimate, work order, or invoice, click Add Line Item, and start typing in the Description field. It doubles as a live search of your Catalog — matching items pop up with their prices.

Click a suggestion and the line fills itself in: description, unit price, and the taxable flag, all from the saved item. Set the Quantity and you're done. That's the trade you made back in step three — a few minutes stocking the shelf turns every future line item into a single click.