Items & Bundles

Define what you sell — services, products, bundles, and discounts. Then drop them onto invoices and estimates with one click.

Overview

Items are reusable definitions of what you sell. Each item carries a default price, an income account, a description, and (for inventory) a stock count and COGS account. Once defined, you pick the item on an invoice line and Kantivo fills in the rest.

Item Types

Choose the type when creating the item. Type can't change after creation — create a new item if you need a different type.

Organizing by Business Line

One legal entity often sells two quite different things. An events company handles weddings on Saturdays and corporate functions midweek; the customers, the pricing and the margins have almost nothing in common. Categories let a single catalog hold both without either one getting lost.

Create them from Products & Services → Manage Categories, then assign each item to one. The catalog stops being a flat A-to-Z list and becomes a set of collapsible sections you can scan by business line, with anything unassigned collected under Uncategorized.

A category is more than a label, though — it holds three defaults that get applied for you:

• A default income account. Every new item you create in the category opens with that revenue account already chosen. Set "Corporate Event Revenue" once on the category instead of picking it on item after item.
• A default expense account for the buy side, applied the same way to items that appear on bills.
• A default class. This is the one that pays off at month end: put an item from the category on an invoice and Kantivo tags the invoice with that class, so a Profit & Loss by Class report separates the two businesses without anybody hand-tagging transactions.

In practice: file Ceremony Coordination and Day-Of Styling under Weddings, and AV Package and Breakout Catering under Corporate Events. Invoice a bride, choose Ceremony Coordination, and the Weddings class lands on the invoice on its own. Come month end, the split already exists.

Removing a category leaves its items untouched; they fall back to Uncategorized and the confirmation prompt tells you exactly how many will move.

Sub-Items (Hierarchy)

Items can be nested up to 3 levels deep for cleaner item lists and reporting:

• Repairs (parent)
  • Repairs > Diagnostic (sub-item)
  • Repairs > Refrigerant (sub-item)
  • Repairs > Labor (sub-item)

To create a sub-item, open the item editor and pick a Parent item. The Sales by Item report rolls children into the parent automatically.

Percentage Discounts

Discount items can be flat-amount or percentage-based. Toggle Percentage discount on the item and enter a default rate (e.g., 10%).

• On an invoice, a percentage discount applies to the running subtotal above it
• You can override the percentage per invoice without editing the item itself
• Stack multiple discount items if you need to combine promotions

Group Items

A group item is a saved bundle. Pick a group on an invoice line, and Kantivo replaces that line with its components — each as its own editable line, all multiplied by the qty you set on the group.

Example: "Spring HVAC Tune-Up" group with three components

• Filter replacement — 1 × $25
• Coil cleaning — 1 × $75
• Refrigerant top-off — 1 × $50

Drop the group on an invoice with qty=3 and you get six lines totalling $450 — each line still editable.

The Item Editor

Open Lists → Items and click + New Item. Fields on the editor:

• Type — service / inventory / non-inventory / group / discount
• Name & SKU — internal identifiers
• Parent item — optional, makes this a sub-item
• Description — pre-fills the invoice line description
• Sales price — default unit price
• Income account — where the revenue posts
• COGS account — inventory items only — where cost of goods sold posts
• Cost — your cost per unit (for inventory)
• Quantity on hand — auto-tracked for inventory items
• Tax code — sales tax classification

Discount and group items show additional configuration sections (percentage toggle, component list).

Using Items on Invoices

1. Start a new invoice or estimate
2. On a line, pick an item from the Item dropdown
3. Description, account, price, and tax code auto-fill from the item
4. Adjust qty or override price if needed
5. Groups expand into multiple lines immediately
6. Discounts apply to the subtotal above