Managing Products and Services
FatturaSmart allows you to create a catalog of products and services to reuse in your invoices. Instead of entering the same data every time, you can select saved products and fill in invoice lines in seconds.
Why use the product catalog?
A well-organized product catalog helps you:
- Save time: enter products once, reuse them in all invoices
- Avoid errors: prices and descriptions are always correct
- Maintain consistency: same name and description for all customers
- Track costs: record purchase prices to calculate margins
Tip: Even if you sell services rather than physical products, you can use this section to create the items you typically include in invoices (consultations, work hours, subscriptions, etc.).
Accessing products
- Log in to FatturaSmart
- Click on Products in the sidebar menu (under the Registry section)
You’ll see a list of all saved products, showing name, VAT rate, code, and price.
Creating a new product
- Click the “New Product” button in the top right
- Fill in the form fields
Available fields
| Field | Required | Description |
|---|---|---|
| Name | ✅ Yes | The product or service name (e.g., “Hourly Consulting”) |
| Code | No | An identifier of your choice (e.g., “CONS-001”) |
| Description | ✅ Yes | Description that will appear on the invoice |
| Internal Notes | No | Notes visible only to you, not shown on invoices |
| Unit of Measure | No | How you measure the product (pieces, kg, hours, etc.) |
| VAT Rate | ✅ Yes | Select the applicable VAT rate |
| Price | ✅ Yes | Selling price (VAT excluded) |
| Purchase Price | No | Your cost, useful for calculating margins |
- Click “Save” to create the product
After saving, you’ll be automatically returned to the product list.
Practical example: If you’re a consultant, you could create a product called “Hourly Consulting” priced at €50 with “hours” as the unit of measure. When creating an invoice, simply select it and enter the number of hours worked.
Editing a product
- In the product list, click on the product row you want to edit
- Or click the “Edit” button (pencil icon) in the Actions column
- Modify the desired fields
- Click “Save” to confirm your changes
Note: Changes to a product do not affect invoices that have already been issued. Existing invoices retain the data entered at the time they were created.
Deleting a product
- Open the product you want to delete (by clicking on its row)
- Scroll to the bottom of the page
- Click the “Delete” button (red)
- Confirm the deletion
You’ll see the message “Product deleted successfully” and be returned to the list.
Warning: Deletion is permanent. Existing invoices containing this product will not be modified.
Searching for products
Use the search bar at the top to quickly find a product:
- Type the name or part of the product name
- The list updates automatically showing only matching results
The search works on the product name.
Importing products
If you already have a product catalog in another software, you can import it into FatturaSmart instead of entering everything manually.
- Click the “Import” button in the top right (visible only on desktop)
- Choose the import format:
Supported formats
| Format | Description |
|---|---|
| Aruba | Export from Aruba Fatturazione |
| Fatture in Cloud | Export from Fatture in Cloud software |
| CSV | Excel or CSV file with your data |
- Select the file to import
- Click “Upload file”
CSV format: If you’re using a custom CSV file, make sure it contains the correct columns. FatturaSmart will automatically recognize standard fields.
Using products in invoices
When creating a new invoice:
- In the invoice lines section, click “Add product”
- Search for or select the product from the catalog
- The system will automatically fill in the name, description, price, and VAT
- Adjust the quantity as needed
- You can always modify the pre-filled values for that specific invoice
Products added to an invoice are a copy: any subsequent changes to the catalog will not affect invoices already created.
Frequently asked questions
Can I create products with a zero price?
Yes. The minimum price is zero. This is useful for gifts, free samples, or descriptive items.
Does the purchase price appear on the invoice?
No. The purchase price is for internal use only and is never shown to customers. It helps you calculate your product margins.
Can I modify a product that’s already been used in an invoice?
Yes. Changes to the catalog do not affect existing invoices. Each invoice preserves the data entered when it was created.
How do I organize many products?
Use codes to group products by category (e.g., “SERV-001” for services, “PROD-001” for physical products). The search feature will help you find them quickly.
Can I duplicate a product?
There is currently no direct duplication feature. To create a similar product, create a new product and manually copy the data.
Need help?
If you have questions about managing products:
- WhatsApp: +39 351 410 2536
- Email: info@fatturasmart.com
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