Manage Price Books in Pooltrackr

If you are using the Lightspeed integration, see here.

Price books are a feature that allows you to offer special product pricing to various groups of customers. This enhances your organisation's ability to tailor pricing strategies to specific needs and scenarios. By using price books, you can efficiently manage and apply differentiated pricing, ensuring that the right customers get the right prices at the right times. 

Access and Create a new Price Book 

To access Price Books, go to Operations → Products → Price Books. 

To start creating a new Price Book, click on the New Price Book button at the upper right-hand corner of the page.

Creating Price Books 

1.  Enter the name of the price book.

2. Select any users for whom the price book should be applied. 

- Quotes: Based on portal user creating quote
- Unassigned jobs: Based on portal user who created the job
- Assigned jobs: Based on technician assigned to job
- Follow up jobs: Based on technician assigned to parent job

3. Choose which Price Group to link to the new price book. Select as many price groups as required, or select “All contacts” to apply globally.

Note: Price books will only be applied to Contacts with the Price group assigned: How to manage Price groups

4. Set the validity of the price book. The valid dates are the dates within which the price book will be applicable. This can also be left blank.

- Quotes: Based on current date
- Unscheduled jobs: Based on current date
- Scheduled jobs: Based on scheduled date
- Recurrence (parent): Created date for existing items, current date for new items
- Recurrence (child): Current date

5. When creating a new price book, you can do a bulk upload or you can then add products manually.

6. Click on the Create button once all is set. 

Uploading Price Book file & Adding Products

1. Go to Products  → Products

2. Use filters (if applicable) to remove any unwanted products

3. Click Export

4. Remove any products not required from the export

5. Update the prices

6. Copy the ID to the ID column, and the price into the Cost column in the Import template.

The CSV file will contain two columns: ID and cost. 

You can obtain the IDs for the products you want to include in the price book by navigating to Operations → Products → Products. Click on the Column option and toggle the ID column to reveal it. Click on the ID and copy it by clicking on the copy icon. 

Paste the ID to the template file and enter the cost accordingly. Do the same for the other products and save the file once it is finalised. 

7. Once you are ready to upload the file, click on the Choose File button and select the saved CSV file.

Add Products (Manual)

Add products manually, click on the 'Add Product' option, search for the product you want to include, enter the price book price, and click the Update button. 

Manage Price Book in Pooltrackr 

To manage the Price Books in Pooltrackr, go to Operations → Products → Price Books. 

1. Click on the 'Search' bar and enter a portion of the price book name to perform an auto-search. Filter the price books according to their validity. 

2. You can use the columns tab to adjust the columns shown on the price book page. You can also add additional filters to the displayed price books by clicking 'Filters'

3. Click on the New price book button to create a new price book.

4. The pencil icon will allow you to edit/update the existing price book. 

To bulk update the prices on an existing Price book, follow the steps below: 

 - Go to Products → Price books
- Open the Price book you wish to update
- Click Export in the Products section


- Make the relevant changes
- Go back to the Price book and click “Choose a file”
- Upload the file and click Update

5. Click the red rubbish icon to delete the existing price book