Managing Products and Services – Zr Ware®

1. Overview

Welcome to the Products and Services admin screen. This page is the central hub for managing all sellable items in your system. From here, you can create, edit, and organize the products and services that your team will add to bookings and the online booker.

⚠️ Important Notes:

Some items in the list may have a darker background. These are essential system services (e.g., for tips or accounting adjustments) and should not be modified or deactivated to ensure the system functions correctly.

Required Permissions: Services - Read, Services - Write

2. The Main Products & Services Screen

When you navigate to this screen, you will see a list of all products and services in your system. From this main view, you can perform several key actions.

2.1. Searching and Filtering the List

To find specific items quickly, use the filter options at the top of the list:

Search Bar: Filters the list by the service name as you type. It also searches for the first word of the online name.
Active Filter: Shows all products, or only Active or Inactive ones.
Department Filter: Narrows the list to a specific department.
Category Filter: Narrows the list to a specific product category.
Columns Filter: Allows you to choose what columns show up.
Additional Sorting/Filtering: Hovering over the column names brings up options for additional filtering and sorting. You can use these options to temporarily add additional columns to your view.

2.2. Assigning Departments in Bulk

This feature helps you to assign a department to multiple services at once, saving you time.

Click the Assign Departments button. Or check the boxes next to the names and then click on Assign Departments.
In the first input field, start typing and select the desired service you wish to update the department on. Continue this process for all services you are updating to a certain department.
In the second input field, select the department you want to assign the services to.
Click Save.

Note: This will affect past data.

2.3. Adding/Editing/Duplicating a Product

To add a new service, click the +Add button in the top right corner. Some settings may not be editable after saving. This is to keep reporting accurate. Please make sure you double check settings are correct before saving.

To edit an existing service, double click on the service in the table or click on the pencil icon under actions in the far right.

To duplicate an existing service, click on the copy icon under the actions at the far right of a service.

2.3.1 Field Definitions

This table explains each field available on the Add/Edit Product screen.

Field Name	Description
Accounting Data	(Read-only) If you have an active accounting integration, click the blue text to see the product's data in your accounting software.
Name	The official internal name of the product. Warning: Changing this name affects all historical invoices. Only edit this to fix a typo. If the product's core meaning is changing, create a new product instead.
Online Name	The customer-facing name displayed in the Online Booker.
Product Code	The type of product. `Standard` is the most common. See the Product Codes section below for details on other types like `Promo Code Discount` and `Tip`.
Minimum Difference	A special product type used by the Online Booker to meet department minimums. This is typically configured by corporate support.
Description	The customer-facing description that appears on invoices and quotes.
Price	The default price of the item. This price is captured at the time of booking. Changing it here will apply to future bookings but will not change the price on past invoices.
Cost	Your organization's internal cost for the product. This field may be non-editable if your organization uses the Payroll feature.
Payroll Percentage	Used for commission calculations in the internal Payroll feature. Calculated as: .
Tags	Automatically adds the specified tags to any booking that includes this product. Useful for marketing automation. (Only applies to bookings created after the tag is added.)
Preferred Technician	Select one or more technicians who are preferred for this service. This is used for filtering and routing during the booking process.
Company Department	The department this product belongs to.
Company Product Category	The general category for the product. This is required if the product will be shown online.
Organization Product Category	A secondary category used for specific integrations like Campaign Monitor. (Note: The two category fields will eventually be merged.)
Forced Service	If checked, this service will be automatically added to every new booking, including online bookings. Ideal for mandatory items like a "Service Fee."
Active	Determines if the product can be added to new bookings. Uncheck this to deactivate the product.
Taxable	If checked, sales tax will be applied to this item. Note: To change an item from taxable to non-taxable (or vice versa), you must create a new product and deactivate the old one.
Ignore All Services Taxable	(Advanced) A hidden field that appears only for advanced sales tax configurations. Used for specific state-by-state tax exemptions.
Allow Tech To Update Quantities	If checked, technicians in the field can change the quantity and price of this item on a original booking. Useful for services priced by measurement (e.g., square footage) where the initial estimate may be inaccurate. Be aware this can impact technician upsell reporting.
Show In Online Scheduling	If checked, this product becomes available in your customer-facing Online Booker. Checking this box reveals additional online-only settings. See the Online Scheduling Options section for details.
Reporting Settings	A group of checkboxes (`Affects Revenue`, `Affects Upsell`, `Affects Payroll`) that control how this item is treated in reports. See the Reporting Settings section below.

3. Deep Dive: Advanced Product Settings

3.1. Product Codes

While most items will be Standard, the system uses special codes for specific functions:

Standard: A regular product or service.
Promo Code Discount: A special line item automatically added to an invoice when a promo code is used. There are taxable and non-taxable versions. These should not be edited. See 3.4 for additional information.
Tip - Technician: A special line item for processing technician tips.
Accounting Adjustment: A line item used to manually adjust an invoice total after it has been closed. Promo codes do not apply to this item.

3.2. Reporting Settings

This section on the edit screen controls how the product impacts financial and performance reports.

Affects Revenue: Determines if sales of this item count towards total revenue. (This is often a system-controlled setting).
Affects Upsell: If checked, this item is included in technician upsell calculations. This setting cannot be changed after the product is created. Items not included here may appear as "Adjustments" in reports.
Affects Payroll: If checked, this item is included in commission calculations.
Affects Scoreboard: Determines if this item appears on performance scoreboards. (This is often a system-controlled setting).

3.3. Online Scheduling Options

If you check Show In Online Scheduling, the following fields become available to customize the customer's booking experience.

Online Packaged Service: Features this service in a prominent "Packaged Services" box at the top of the online scheduler above all other services.
Online Name / Description: The specific name and description to show to customers online.
Online Help: Creates a small help icon next to the service that customers can click for more information.
Max Online Quantity: Limits the number of times a customer can add this single item to their cart. Leave blank for no limit.
Online Pricing Unavailable: Hides the price and shows $0. You must then enter text explaining why the price is unavailable (e.g., "Call for Quote").
Online Range Question: Instead of a simple quantity box, this allows customers to select from predefined ranges (e.g., "1-500 sq ft," "501-1000 sq ft").
Online Image: Upload a small image to display next to the service online.

When a customer or team member applies a promo code to a booking, the system uses the special "Promo Code Discount" line items to apply the discount amount to the invoice. Here is how that value is calculated and how it can affect technician reporting.

Discount Calculation Process

The system follows a precise 4-step process to calculate the discount:

Identify Qualifying Items: The system scans the invoice to find all items that are eligible for the specific promo code being used.
Calculate Subtotals: It then calculates two separate subtotals: one for all the qualifying taxable items and one for all the qualifying non-taxable items.
Compute the Discount: Based on the promo code's configuration (e.g., "10% off" or "$25 off"), the system calculates the final discount amount to be applied against both the taxable and non-taxable subtotals.
Add Discount Line Items: The system automatically adds the "Promo Code Discount" and/or "Promo Code Discount (Taxable)" line item(s) to the invoice. The price shown for these line items is the total discount calculated in the previous step.

Impact on Technician Upsell

The Affects Upsell checkbox on these two special "Promo Code Discount" products directly controls how discounts impact a technician's upsell report.

If Affects Upsell is CHECKED:
- The technician's upsell amount will be reduced by the value of the discount. This reflects the final revenue generated from the sale.
- This can sometimes result in negative upsell if the discount is applied to items that do not normally contribute to upsell calculations.
If Affects Upsell is UNCHECKED:
- The promo code discount will be ignored in the upsell calculation. The technician's upsell will be based on the pre-discount price of the items they added.

⚠️ Critical Note For accurate and predictable reporting, the Affects Upsell setting must be the same for both the "Promo Code Discount" and "Promo Code Discount (Taxable)" products. Inconsistent settings between these two items can lead to unexpected and incorrect upsell calculations.

4. Frequently Asked Questions (FAQ)

Q: Should I edit an existing product or create a new one? A: If you are making a minor correction (like fixing a typo in the name or description), edit the existing product. If you are fundamentally changing the product, its price structure, or its taxable status, the best practice is to deactivate the old product and create a new one. This keeps the past reporting on this service accurate.

Q: What happens to old invoices if I change a product's price? A: Nothing. The system takes a "snapshot" of the price at the time of booking. Changing the price in the admin screen will only affect future bookings.

Q: Why can't I edit the Cost or Affects Revenue fields? A: Some settings are critical for system-wide accounting and reporting consistency. These are often locked and can only be changed by corporate support. Please submit a support ticket for assistance.

Q: How do promo codes work with the "Promo Code Discount" item? A: The "Promo Code Discount" item is a generic line item. When any promo code is used, the system calculates the discount and adds it to the invoice using this line item. The line item itself is not tied to one specific promo code. The discount amount it shows is calculated based on the eligible items in the cart.