Products in Tribe CRM are the building blocks of your invoices, quotations, and subscriptions. Setting them up correctly ensures that product lines are populated accurately and that pricing is consistent across your billing processes. This guide explains how to create new products, edit product information, update prices, and remove products that are no longer in use.
Table of Contents
Creating Products
Before you can add product lines to an invoice or quotation, the products must be set up in the configuration. Products can be organised into product groups, which help keep your catalogue structured and make reporting clearer.
To create a product group:
Navigate to Configuration.
Select the Products tab.
Click + Product Group.
Enter a name for the group.
Click Save.
To create a product:
In the Products area, click + Product.
Select the appropriate Product Group.
Choose a Unit (for example: piece, hour, or kilogram).
Add a VAT group.
Enter the Sales Price.
Enter the product Name and optionally a Description and Code.
Click Save. To configure additional settings, choose Save and Open.
Note: If you use the Subscriptions module, set the Repetition field (for example: monthly or annually) so that recurring charges are calculated correctly on invoices. When using a financial integration such as Exact Online or SnelStart, the Ledger account field is filled automatically.
Once saved, the product is available for selection when adding product lines to invoices, sales opportunities, projects, or subscriptions.
Editing Product Information
You can update a product's name, description, unit, VAT group, and behaviour settings at any time. Changes to the product configuration apply to future use; existing invoices and quotations that have already been sent are not affected.
Navigate to Configuration.
Select Products.
Open the product you want to edit.
Update the relevant fields.
Changes are automatically saved.
On the Settings tab, you can also control how the product behaves when added to a product line:
Divisible: Allows the product to be sold in partial quantities (for example, 0.5 or 1.5 units).
Price changeable: Allows users to adjust the price when adding the product to an invoice or opportunity line.
VAT modifiable: Allows users to change the VAT percentage per product line.
Description editable: Allows users to adjust the product description per product line.
Did you know? If you work with customers in multiple languages, you can enter translated product names in the Name (Translated) field. Tribe will then display the correct translation on quotes and invoices based on the selected document template language.
Updating Prices
You can update a product's sales price or purchase price at any time. The updated price will apply to any new product lines created after the change. Previously created draft invoices that have not yet been sent can also be updated manually.
Navigate to Configuration.
Select Products.
Open the product you want to update.
Under Price information, update the Sales Price and, if applicable, the Purchase Price.
Changes are automatically saved.
Working with multiple currencies
If your organisation uses multiple currencies, you can add currency-specific prices for each product. You may activate the Multiple Currencies option within Settings, in Configuration/ Core Data.
Working with price lists
For more advanced pricing scenarios (such as customer-specific agreements, volume-based pricing, or temporary promotions) Tribe supports price lists. A price list allows you to define alternative prices per product that apply under specific conditions. When a product is added to a product line, Tribe automatically determines which price to use based on the linked price list, relation, and activity context.
To create a price list:
Navigate to Configuration.
Select Products.
Click on Price lists and choose + Price list.
Note: Once an invoice has been sent, it is frozen and cannot be edited. Tribe's default invoicing policy (strict, as of 1 April 2024) ensures all invoice changes are tracked in the audit trail. If a correction is needed after sending, issue a credit invoice instead.
Removing Products
Products that are no longer used should be made inactive rather than deleted. Making a product inactive prevents it from being selected in new product lines, while keeping it visible in past quotations and invoices for reference. Inactive products also stop syncing with connected accounting systems.
Navigate to Configuration.
Select Products.
Open the product you want to deactivate.
Enable the Inactive slider.
Note: Inactive products remain visible on historical invoices and quotations. They will no longer appear in product selection dropdowns when creating new product lines.
Quick Summary
Products in Tribe CRM are configured in the Products area within Configuration, and form the basis of all invoicing, quotation, and subscription activity. You can create product groups to organise your catalogue, add new products with pricing and VAT settings, edit product information and behaviour at any time, update prices including multi-currency and price list support, and deactivate products that are no longer needed. Keeping your product catalogue up to date ensures consistent and accurate invoicing across your organisation.