Things to Consider
The Item List is set up during Implementation.
Prior to adding Items to the Item List, set up Sales Tax in Accounting Settings so you have the option to include a tax rate for taxable Items.
Items from the Item List are available for Technician users to select in the Mobile App (this is permissions-based).
For companies integrated with accounting software: ensure that each item is assigned a Sales & Expense GL account. Otherwise, items may not sync successfully.
Table of Contents
Item List Overview
Item Categorization
Item Types
How to Create a New Item
Item List and Its Connection to Pricebooks
FAQs
Item List Overview
The Item List includes not only tangible things like materials but also intangible entities that you need to utilize throughout the platform, such as taxes, fees, and labor.
To access the Item List, hover over your company name → click Item List.
The Item List table displays a complete list of all Items. Like other tables in BuildOps, you can create saved Table Views to rearrange the table according to your specific preferences and needs.
You can also search for an Item by typing in the Keyword Search.
While your Item List can be as simple or comprehensive as your company requires, BuildOps recommends creating a separate item for Freight. This allows you to easily select them and input accurate costs when generating and receiving Purchase Orders.
Recommended Items
Material (generic)
Labor
Fee
Truck Charge
Quote
Quote Deposit
Project Revenue
Kit (for a flat fee)
If you are a Projects customer, consider adding:
Change Order
SOV
Retainage
CO Tax
Item Categorization
Item Categorization lets you organize your Item List using categories, subcategories, and attributes. This helps your team quickly locate items and maintain consistency across large inventories.
Create categories and subcategories that match your business structure (e.g., HVAC, Plumbing, Electrical).
Add custom attributes (like Brand, Material, Voltage) for detailed filtering.
Use category filters when searching for items, creating Purchase Orders, or adding items to shopping carts.
Categories are optional — you can choose to use them only when needed.
Setting Up Categories
Go to Item List → Categories.
Click + Add Category and name it (e.g., "HVAC").
Add Subcategories and Attributes as needed.
Click Save to apply changes.
Assigning Categories to Items
When creating or editing an item:
Select the Category and Subcategory.
(Optional) Add Attribute values to improve filtering.
Click Save.
Note: Selecting a Category automatically requires a Subcategory and Attribute to be selected as well.
Filtering by Category
Once categories are set up, you can:
Filter items directly on the Item List.
Use category filters when creating Purchase Orders.
Quickly find items when adding them to a shopping cart.
Mobile Item Categorization
Item categories are also accessible in the BuildOps mobile app — no additional setup required. Once categories are defined on the web, they automatically appear in the mobile app. Technicians can:
See each item's category, subcategory, and attributes when selecting items.
Filter inventory using the same category structure set up on the web.
Item Types
Item Types define the purpose and accounting behavior of each item. Each item is classified as Inventory, Non-Inventory, or Fee.
Item Type | Description |
Inventory | Used for materials or parts that affect warehouse or truck stock. Only available if Inventory Tracking is enabled. |
Non-Inventory | Used for services or non-stock materials that don't impact inventory counts or costs. |
Fee | Behaves like Non-Inventory, but can also be used as an automatic charge on invoices. |
Note: Once an Item Type is saved, it cannot be changed later.
You can view each item's type in the Type column on the Item List, and sort or filter by type to quickly identify material vs. non-material items.
How to Create a New Item
Click ADD ITEM (upper right corner).
Fill in the data fields:
Item Name
Item Type — select Inventory, Non-Inventory, or Fee (cannot be changed after saving).
Product Code (optional) — used for internal tracking/inventory management.
If integrated with accounting software, do not use special characters (e.g.,
<, >, &, ', ").Even without integration, avoid special characters, redundant spaces, and duplicate values.
Item Description — can be the Item name or a more descriptive entry.
Category / Subcategory (optional) — assign to keep your Item List organized.
Attribute Values (optional) — improves filtering within a category.
Unit of Measure (UOM) — e.g., each, centimeter, feet, fl oz.
Vendor (optional) — this selection does not affect purchasing logic and is not retrieved/defaulted anywhere.
Unit Cost — the cost of the Item to your business.
Sales Account* — For accounts with Sage Intacct (with WIP Recognition enabled) or QuickBooks, select the correct sales GL account.
Expense Account* — For accounts with Sage Intacct (with WIP Recognition enabled) or QuickBooks, select the correct expense GL account.
Item GL Group (for Sage Intacct accounts)
Cost Code — select a Cost Code for accurate reporting.
Cost Type — select a Cost Type for accurate reporting.
Revenue Type — select a Revenue Type for accurate reporting.
Taxable — check the box if the Item is taxable.
NOTE: For an Item to successfully sync to your accounting software, the Item must be assigned to the appropriate GL account.
Item List and Its Connection to Pricebooks
Every new item added to the Item List is automatically included in all of your Pricebooks.
If your Pricebooks have markups or ranges set up, the item will be automatically configured accordingly.
Frequently Asked Questions
A: Can Technicians access Items in the Mobile App?
Q: Yes. With the correct user permissions configured, Technicians can access Items in the Mobile App via the Inventory section of their visit and apply them to a Technician Report while out on a Service Visit. Technicians can also filter items by category and subcategory directly in the app.
Can I export my Item List?
Q: Technically, yes. While you cannot export directly from the Item List page, you can utilize the Product dataset inside of the Dashboard module and export from there.
Can I change an Item's Type after it's been saved?
Q: No. Once an Item Type is saved, it cannot be changed. Make sure to select the correct type when creating the item.
What's the difference between Non-Inventory and Fee?
Q: Both types do not impact inventory counts or costs. However, Fee items can also be configured as automatic charges on invoices, making them ideal for things like service fees or trip charges.