The Products/Services offered by your company, and pricing for those Products/Services, can be added to Pipeliner allowing your team to select the products, quantities, and pricing for their prospective sales (Opportunities) and even add specific custom information against each selected Product. Pipeliner can then sum the value and quantities of the Products selected and update the total value of the Opportunity in question (if you choose to).

In most businesses, the pricing of products will change from one period to another (e.g. from one year to the next). So, although you may have won deals where the pricing was set at a specific amount last year, during this year, the pricing for the same product on your new Opportunities may be different. You may also sell your Products directly and via Distributors. Pipeliner allows you to set up multiple different price lists to accommodate these scenarios.

If you're an Enterprise or Unlimited Tier customer, you can also enable the Product Pricing add-on from the Automation Hub which will allow you to work with Customer-specific Prices and/or Price Schedules.

As an Administrator, you can define different Types of Products and create a corresponding Custom Form for each Product. These Custom Forms can also include Custom Fields (just like when setting up different Opportunity Forms for each Pipeline). The custom fields that you place on each Product Form will capture static information for each product. An example of this might be where you use the SKU to hold your own product code but also need to add a custom field to hold the manufacturer’s code.

When you add Products to the Products & Prices section in the Administration Module, you can now fill in those Custom Fields with additional Product details.

You can also create custom fields that users will fill in when adding individual Products to their Opportunities in the App.

These fields are added to Product Line Items. These Product Line Item fields allow your users to select information to “customise” each line item that they add to their Opportunities.

You can add your Products manually or by importing from a CSV file. You can import additional Products on an ongoing basis and Pipeliner will warn you if your data contains duplicates and allow you to select what to do.

Once your Products are created, you can then add your standard pricing. As well as doing this manually, you can now also import your price lists from a CSV file.

When your users choose the Products to add to their Opportunities, they can add the custom Product and/or Product Line Item fields in the list view when searching for Products and also see the extra information by clicking in the Product Grid within an Opportunity.

Enter the Admin Module — from the Pipeliner CRM Application, click on the "App Switcher" in the top left corner ⤵

NOTE: Only Administrators will see the Administration menu

Select the "Fields & Forms" Menu and then click on the "Products Tab" ⤵

In the "Forms" section, you’ll see "Default Product" ⤵

If all your Products are similar in terms of the information you need to enter about them, you’ll just use the Default Product Form and add any required Custom Fields to it.

If, however, you have different types of Products that need different Custom Fields, you can add new Product Forms. 

Let’s say that you’re a company that sells machines. You may sell brand new machines and also reconditioned machines — in this example, the fields you’d create would be very similar and you wouldn’t need separate Product Types — both new and reconditioned machines would have, perhaps, “year of manufacture”, “power rating”, “size”, “type of fuel” which would all be Custom Fields added to the same Product Form.

Now let’s say that you also sell warranties for your machines — warranties would need “length” and, “type of cover”. These fields are very different from the ones you need for machines so you would create a new Product Type of "Warranties" and could then set up a Form with just the warranty-specific fields on it.

Click on "Create New" to add a custom Product Form, add your "Form Name" and then click on "Save" ⤵

Now you can add the any custom fields that you need and then place them on the Form you just created.

In the Fields section, click on the "Create New" button to add a new field ⤵

Select your "Field Type" from the dropdown list and then enter your "Field Name". Depending on the type of field you choose, you can select or enter a default value if appropriate. Click on "Save" ⤵

Repeat until you’ve added all the fields you need.

Select the Form you want to update the "Date" and then click "Edit Form" in the right-hand panel ⤵

The system fields that are already placed on the form are displayed on the right-hand side whereas fields not on the form are shown in a list in the left-hand panel in the "Fields" tab ⤵

NOTE: Some of the system fields are mandatory for all Products and cannot be removed from the Form. These include Product Name and Product Pipelines.

First, decide on the layout of your Form using "Web Elements" ⤵

Each element represents the number of columns that will show in a fully maximised browser window on the web app (subject to the browser used and monitor resolution).

Drag and drop your chosen Web Element(s) onto the Form and then arrange your Fields inside them. 

Add new Fields to the Form by dragging from the left-hand panel. As you drop each new Field onto the Form, you’ll be able to select options from the right hand panel which include General Settings such as Label and, from the Configuration tab, whether the field should be mandatory (on that form only) or visible (based on conditions or read-only ⤵

When you’re finished, click on “Save” to add your field to the form.

Select the "Fields & Forms" Menu and then click on the "Product Line Items" Tab ⤵

In the "Forms" section, you’ll see "Product Line Item Forms" for all of the "Product Types" that you have created.

NOTE: If you haven’t added any Custom Product Types, you’ll only see a single form for Default Product ⤵

When individual Products are added to Opportunities by your users, they often need to customise the information about each Line Item. Let’s use our Warranty example again — each Warranty will have its own individual Start Date so users would need to fill in the Start Date field as they add the Warranty to their Opportunity. This is where you need to add a custom Product Line Item field.

Going back to the machine example, perhaps your customers can choose from a range of colors for a machine they are buying — everything else about the machine is fixed but the color is variable. Again, you’d add a Product Line Item field with the available color options and your users would select the customer’s preferred color when adding that machine to their Opportunities.

You need to first create your Product Forms. An associated Product Line Item form will be automatically added.

NOTE: If you click on Create New in the Product Line Items tab, you’ll get a message that you need to first add a custom Product Form and be prompted to add a new Product Form. ⤵

In the Fields section, click on the "Create New" button to add a new field ⤵

Select your "Field Type" from the dropdown list and then enter your "Field Name". Depending on the type of field you choose, you can select or enter a default value if appropriate. Click on "Save".

Repeat until you’ve added all the fields you need.

Working with Line Item Forms is the same as working with any other type of Form. Select the Form you want to update and then click "Edit Form" in the right-hand panel.

The system fields that are already placed on the form are displayed on the right side whereas fields not on the form are shown in a list in the left-hand panel in the Fields tab.

Drag and drop your fields onto the Form, modify their "Form Properties" as needed and when finished, Save your Form and "Publish" your changes ⤵

Once you’ve set up your custom Product Forms and added the custom fields required, you need to add the Products grid to the Opportunities forms so that your users will be able to select Products for their Opportunities. 

In Fields & Forms, select the "Opportunities" Tab ⤵

NOTE: If you have multiple Pipelines, there will be a different Opportunity Form available for each Pipeline. First, select the Pipeline you want to work with.

Select the "Edit Form" button ⤵

Find the Product field in the Fields Tab on the left and drag it onto the form ⤵

See Using the Admin Module — Fields and Forms for more information.

NOTE: You wouldn't normally set this field as required as it's unlikely for your users to have all this information when an Opportunity is created.

Click "Save" and then "Save" again to complete your Form changes. Confirm and click "Publish" to apply them.

Now you need to finish adding the actual Products for your users to work with. Start by deciding on whether you want to group Products together using Categories. A Category represents a “family” of Products. Categories can be useful for searching for Products when adding them to an Opportunity as well as for Reporting.

In the Admin, module selects the "Products & Prices" Menu. Click on the "Categories" Tab ⤵

Create a "New Category" by clicking on "Create New" or modifying one that you already have. To modify a category, click on the category name and make your changes.
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To add a category, click the "Create New" button. Complete the fields. Click "Create" ⤵

You can create a hierarchy of Categories by selecting an existing Category as the “parent” of the one you are creating or modifying ⤵

From the Categories tab, once you’ve added your "Categories" and "Products", there’s an easy drill-down to display all Products assigned to the selected Category or all Products assigned to the selected Category or any sub Categories ⤵

The Bulk update feature is also available from the drill-down list.

Select the "Products" Tab ⤵

Click the "Create New" button. The Default Product form will be selected. If you have not created any Custom Product Forms, complete the fields for your new Product (required fields have an “*” asterisk) ⤵

Click on "Create".

If you’re using a Custom Product Form, select it from the dropdown ⤵

Complete the fields and click "Save". Repeat this process for all your products.

NOTE: You can also import Products from a CSV file. Please see this article for details.

You have access to the Bulk Update function within the Products tab when you need to change existing Products. This will be extremely useful when moving Products from one Category to another, for example ⤵

NOTE: it’s not possible to bulk update product images.

Adding Price Lists to Pipeliner enables the end-user to select Products and have the list price (from a selected Price List) also added to an Opportunity they are working on.

Prices often vary according to different scenarios and therefore Pipeliner allows you to create multiple Price Lists (with different date ranges where applicable). The name identifies each price list and the dates (if entered) represent the period through which those prices are correct.

Price Lists also have a Status:

When a Price List is applied by a user to an Opportunity, all Products added will use that pricing. Depending on their user rights, users can overwrite the price or amend it by applying an uplift or a discount.

NOTE: Price lists are not required. If pricing is not entered, then the user will still be able to use Products and can manually enter a price for each of them.

Creating (or Editing) a Price List is a 2-step process.

In Step 1, Admins will first enter the details of the Price List by clicking on "Create New" ⤵

Step 2 is to add the Products using the “Edit Price List” button as new Price Lists are created “empty” by default. Admins must manually add products to the list using the "Add" action. Products not explicitly listed in a Price List will not be available in Opportunities/Quotes when that list is selected.

When editing products and adding prices, Admins can Add, Bulk Update or Import prices and, when one or more products is selected, Update Prices or Remove.

A new default Price List record named "List Price" is automatically created and cannot be deleted. It is "Inactive" by default and has no additional settings (e.g., availability rules). When a new Product record is created, it is automatically linked to the "List Price" record and, when a an existing Product is removed, it is automatically removed from "List Price". When editing the "List Price" record, the "Add", "Import", and "Remove" actions are hidden.

You can copy an existing price list and then easily update it. Select your price list and click on the "Copy" button ⤵

NOTE: Changing prices within a current Price List will update pricing on all Opportunities using that list.

NOTE: You can also import Pricing from a CSV file. Please see this article for details.

NOTE: Products and Pricing fields are available only in the Enterprise Tier.

Product Pricing is enabled from the Automation Hub and the Admin can choose to use Customer Price and/or Price Schedule. Note that the selected option(s) control the visibility of other features (e.g., Account tab, Price Schedule admin) ⤵

Enabling Price Schedule adds a new admin sub-section: Products & Pricing > Price Schedules. Price Schedules are used automatically by Pricing Logic and are not directly selected by users.

In the Price Schedule List View, Admins can "Create New", and "Delete" (when one or more records are selected). Displayed columns include Name, Description, Status, Valid From, Valid To. The Status shows if the Price Schedule is Inactive, Active, Scheduled or Expired. Admins can use the Filter option to “Show only active Price Schedules" and a “Valid From/To” date range filter.

The creation/edit process is identical to that of a Price List, including the "Active" toggle, optional dates, and availability rules. Each schedule defines a list of products with flat prices for available currencies.

Enabling Customer Price adds a new tab to the Account record - Products Pricing. Users will only be able to update account-based product prices if they have “Write” access to the Account record

Users will click on “Add” to add a new custom price, the Account will be pre-selected and the user then needs to add the Product and the Price (0 is a valid value). On save, if the (Product, Currency) combination already exists for this Account, a message will show: "Customer Price for selected currency already exists."

In the Products Pricing List View, users can “Add” or “Delete” Product Prices. The displayed columns include Product Name (pinned), Product Category, Customer Price. The Customer Price column is inline-editable (value and currency). On save, if an inline edit results in a (Product, Currency) combination that already exists, a message will display to the user : "Customer Price for selected currency already exists." Users will also see the Record count, Refresh, Search, and a Filter by "Product Category" ⤵

Once your products are created, your Users will be able to access them when creating a new Opportunity. Once the Products Grid has been added to the Opportunity Form, you will be able to select from your entire Products catalog. The first step is to select the correct price list in the Products section ⤵

Only Active price lists that satisfy their availability rules are shown in the dropdown for users to select from. The price list dropdown is has the following sort order:

When creating a new Opportunity or Quote, the first price list after "Without price list" is selected by default. If a user manually selects a different price list, that selection is saved as a User Setting and becomes their default for new records.

If a previously selected price list is no longer available, it is shown in the dropdown, but is unusable. On save, the system checks if the selected Price List is still available per the "Available Price Lists" logic. If not, a validation error will be shown.

Once the correct Price List has been selected, users need to add Products. It's easiest to click on the book icon "Add Existing" ⤵

This allows you to select Products by Category or by searching for Name or SKU and you can also select multiple products to add at the same time ⤵

Now, all Products with the relevant Pricing are added straight into the Opportunity. Adjust all Quantities as necessary. For our example, if this User purchased 13 hours of training I would add it manually to the Quantity ⤵

If the Products associated with an Opportunity change, you can click on the dropdown on the right of each product line item in the grid to "Copy" the entire line item, "Replace" the product with a new product but retain all the additional line item information you have entered or "Remove" the product from the Opportunity ⤵

Additionally, I can Automatically calculate the Opportunity Value by selecting this option within the Products section. Then, no matter how many products I continue to add, the Opportunity Value will automatically update for this Opportunity ⤵

Now, the Opportunity Value is updated based on my Products!

This logic flow determines the prefilled price when a new Product Line Item (PLI) is added to an Opportunity/Quote.

You can add Product Section Headers that can be output to a quote template using Google Sheets/Excel, Word/Google Docs, or using Pandadoc. To add a section header, select one or more Products that have been added to the Opportunity and then click on the “Actions” button. Click on “Group to new section” and then edit your section name using the pencil icon ⤵

Then, reorganize all of your Products into sections ⤵

Now, your Quotes will contain the Product Sections you added ⤵

You can select specific Products from those linked to Opportunities by ticking each one. When you choose “Use Template” from the Actions dropdown, only the selected Products will be output from your Opportunity to your template ⤵

Also, when you’re setting up your template, you can include a field named “Product No.” in your Product Table and each row will then be given a number based on the order of Products added to the Opportunity. This is ideal if your customers want to be able to tell you “we want lines 1,3 and 7” for example ⤵