Products, Price Books & Quotes Guide
Products are what you sell, Price Books are what you charge for them, and Quotes are what you send the customer. The three work as one chain and are enabled together.
On this page:
- How the pieces fit
- Enabling the feature
- Constraints worth knowing before you start
- Products
- Price Books
- Assigning a Price Book to an Opportunity
- Quotes
How the pieces fit
A Product record exists for each item or service, carrying a standard price. Price Books organize Products into itemized lists, and you can run several to reflect discounts, regional pricing, or differing availability. A Price Book is assigned to an Opportunity, and the Quote built from that Opportunity can only offer Products the assigned Price Book contains.
New Price Books can be created from scratch or by cloning an existing one.
Enabling the feature
An administrator has to switch this on before Products, Price Books, or Quotations appear in the navigation bar.
Go to System Settings > Product, Price Book, and Quotation. Two settings, both disabled by default:
- Products, Price Books, and Quotes Enabled. Turns the feature on.
- Allow Changing Linked Organization on Quotes. Enabled, changing the organization on the main opportunity updates the organization on every linked quote. Disabled, linked quotes keep their original organization when the opportunity’s changes.
Constraints worth knowing before you start
⚠️ Deletion closes off once records are in use. A Price Book cannot be deleted once it is associated with a Quote or an Opportunity, and neither can a Product. Both can still be edited, and a Product that cannot be deleted can be marked inactive instead.
Each Price Book carries a single currency. Different Price Books can use different currencies. The currency on an existing Price Book can be changed after creation. Existing prices keep their numeric values and are not converted to the new currency.
Products
Products are the goods and services your business sells.
Creating a Product
- Select Products from the navigation bar and click New Product.
- Enter the Product’s details.
- Check or uncheck Active. It is checked by default.
- Click Save.
New Products are added to the Standard Price Book automatically, and can then be added to any custom Price Book.
Editing a Product
Go to Products, open the record, and click the pencil icon in the upper right. Edit the fields and click Save.
Records can also be edited inline if inline editing is enabled in System Settings. Click the pencil on the field, then the checkmark to save.
Administrators who need to limit what users can change on a Product can use Advanced Permissions, object validation rules, or Page Layouts.
The Product Related tab
Administrators choose which of these appear, using Page Layouts:
- The number of Price Books the Product appears in
- Add to Price Book
- Add Price Book Prices
- A grid of Price Books the Product belongs to
- A grid of Quotes the Product appears on
- A grid of Opportunities the Product appears on
Price Books
A Price Book is an itemized list of Products with their prices, and it is what a Quote draws from.
The Standard Price Book
The Standard Price Book holds the price each Product normally sells at. Every Product joins it automatically on creation, which records the default cost. Products can then be added to custom Price Books at adjusted prices.
⚠️ Changing a Standard Price Book List Price propagates. Editing the List Price of a Product in the Standard Price Book updates that Product’s price in every Price Book with Use Standard Price checked. The same happens when editing a Price Book Entry from a Product’s Related tab. Uncheck Use Standard Price on any book whose price should hold independently.
Creating a Price Book
- Go to Price Books and click New Price Book.
- Enter a name and description.
- Select the currency from the dropdown.
- Check Active.
- Click Save.
Cloning a Price Book
Open the Price Book, click Actions, and select Clone This Price Book. Name the new book and click Save.
Editing Price Book details
Go to Price Books, select the record, click the pencil icon in the upper right, edit, and Save.
Editing a single Price Book Entry
- Go to Price Books and select a record.
- Go to the Related tab and find the Product under Products.
- Click the three-dot menu across from it and select Edit Price Book Entry.
- To change the price, uncheck Use Standard Price and edit the List Price.
- To deactivate the Product in this book, uncheck Active.
- Click Save.
Editing every price at once
Go to Price Books, select a record, go to the Related tab, and click Edit Prices. Uncheck the box next to Standard Price on each Product whose List Price you want to change, edit the prices, and click Save.
Adding Products to a Price Book
Changes to one Price Book do not affect any other.
- Go to Price Books and open the record.
- Go to the Related tab and click Add Products under Products.
- Scroll or search to find Products, and check the box to the left of each one.
- Click Next.
- To set a different price, uncheck the box next to Standard Price and enter the new price in List Price.
- Click Save.
⚠️ Inactive Products do not appear in the list. A Product has to be active before it can be added to a Price Book.
Removing a Product from a Price Book
Open the Price Book, go to the Related tab, find the Product, click the three-dot menu, and select Delete Price Book Entry. A confirmation appears.
This removes the Product from that Price Book only. The Product record itself is untouched.
The Price Book Related tab
Holds the Products in the book, along with the Add Products and Edit Prices controls described above.
Assigning a Price Book to an Opportunity
Products and Price Books have to be connected to an Opportunity before Quotes can be generated from it.
- Open the Opportunity and go to the Related tab.
- Scroll to Products and click Set Price Book.
- Choose a Price Book from the dropdown and click Save.
If no other Price Books exist, Insightly defaults to the Standard Price Book.
Once Products are added, the Opportunity Value updates to reflect them.
⚠️ Adding Products locks the Opportunity Value. It cannot be edited manually while Products are attached; you would have to delete the Products first. Syncing a Quote to the Opportunity removes the ability to update the Opportunity Value manually as well.
Administrators can use Advanced Permissions or object validation rules to stop agents changing these values without a manager’s sign-off.
Quotes
A Quote is an itemized summary of cost sent to a prospective customer, generated as a PDF.
Quotes are created from Opportunity records, and an Opportunity can carry several, which is what makes them workable through a negotiation. Quotes have their own pipelines showing what stage each one is at. They appear on the Opportunity they belong to, and all of them together on the Quotations tab.
How default fields get populated
A new Quote pulls its default field values from the records around it, in a defined order.
Contact Name. Created from an Opportunity, the Quote takes a Contact associated with that Opportunity. Where the Opportunity has several, Insightly sorts them alphabetically and takes the first.
With no associated Contacts, Insightly looks for an associated Organization. If there is a Primary Linked Organization with exactly one associated Contact, that Contact populates the field, provided its own Primary Linked Organization matches the Opportunity’s. Where the Opportunity has both a Linked Contact and a Primary Organization with an associated Contact, the Primary Organization’s Contact wins.
Phone Number. Taken from the Contact, checking Phone, then Other Phone, then Mobile Phone, then Home Phone, and using the first one found. Where the data comes from a Primary Organization’s Contact and that Contact has no phone or fax number, the Primary Organization’s own number is used if available.
Email. Taken from the Contact’s Email Address.
Creating a Quote
- Go to Opportunities and open the record.
- Go to the Related tab and click New Quote in the Quotes section.
- Enter the details. Quote Name auto-populates from the opportunity name and the quote number for that opportunity.
- Organization Name auto-populates from the opportunity’s organization. A different organization can be searched for and selected, or a new one created. Selecting a different organization updates the Billing Address, Shipping Address, and contact to match.
- Click Save.
Adding Products to a Quote
- Open the Quote record and go to the Related tab.
- In Quote Line Items, select Add Products.
- Set the Price Book.
- Click Add Products again.
- Add Products by clicking the plus symbol to the right of each name. Which Products appear depends on the Price Book that has been set.
- Edit Sale Price, Quantity, and Discount.
- Click Save Products.
ℹ️ Quote prices are fixed at the point of adding. Changing a Product’s standard price later does not change the price on an existing Quote.
Applying a discount
Discount lives on the Quote Product record itself. There is no separate screen or menu path for it. It's the same field edited in Adding Products to a Quote and Editing a Quote above and below, alongside Sale Price and Quantity.
ℹ️ Discount is a percentage applied to the line's Total Price, not to Sale Price. Sale Price stays as entered, and the discount reduces the calculated total instead. The change won't appear until the record is saved and reopened.
Editing a Quote
Open the Quote, click Actions, and select Edit This Quote. Edit the details and click Save.
To change Products already on the Quote, open the Quote, go to the Related tab, and click Edit Products in Quote Line Items. Edit Sale Price, Quantity, and Discounts (see Applying a discount above), or click the trash can icon to remove a Product. Click Save Products.
Sync the Quote with its Opportunity to keep the two aligned. See Quote sync.