How To Use The Price Book in WorkZen

Guessing prices on the spot is how margins disappear. The Price Book is your single source of truth for services, parts, and warranties, so every quote your team sends matches what the business actually charges.

How the Price Book is organized

Open Price Book from the sidebar. The list on the left holds All items and three top-level sections: Services, Products, and Warranties. Every item is a service, a product, or a warranty. Click a section or category to see its items in the middle, and click an item to see its full pricing on the right.

With a section or category selected, click the New category icon next to Categories (or open the category's ⋯ menu and choose New subcategory) to build the structure your team actually thinks in ("Drain Services", "Water Heaters", "Fixtures"). Subcategories can nest up to 5 levels deep. Use Move item on the right to relocate a single item, or tick several rows and move or delete them in one action. The category's ⋯ menu also lets you move or delete the category, and the pencil next to its name renames it.

Add an item

Select a category or section, click New Item, and fill in the fields:

Field	What it does
Item Name	What appears on estimates and invoices
Price	What the client pays
Cost and Markup	What it costs you, so you can see the margin behind every price
Tax Rate	Options come from your company's tax settings
SKU, Brand, Model number	Optional identifiers for parts
Item Image	Optional, square recommended, up to 5MB

Tip

Fill in Cost even though clients never see it. It turns every estimate into a margin check instead of a revenue guess.

Watch your margins

Under the page title, the summary line tells you how many items are below your margin target, which starts at 35%. Click Below target above the list to show only those items, and use the Active and Archived toggle to switch between live and archived items.

Click an item and the Margin gauge on the right shows where it sits against the target. When it falls short, WorkZen suggests a price that reaches the target and Apply sets it in one click. To change the target for the whole company, click Target 35% under the gauge, enter a number from 1 to 99, and click Save target. You need the Manage Price Book permission for that, and for Archive and Restore at the bottom of the item.

Tip

Items with no Cost have no margin and are never flagged. Fill in the cost to bring them into the check.

Use items on estimates and invoices

When you build an estimate or invoice, the item picker searches your Price Book. Pick an item and it lands on the document with its name, description, price, and tax rate. Adding an item copies it onto the document, so later Price Book edits never rewrite a quote you already sent.

Every standard role can browse the Price Book. Adding and editing items requires the Manage Price Book permission.

Bundle items into packages

If you quote the same combination over and over, stop assembling it by hand. On the Price Book page, the Packages link under the category list opens your package list. Click New Package, name the bundle, and search your items to add them with quantities. Mark individual items Optional for upsells. Package items are pointers to your Price Book, so prices always reflect the current item price.

When it's time to quote, the item picker on any estimate or invoice lists your packages: a Packages folder next to Services, Products, and Warranties on web, and a Packages tab on mobile. Select a package and every item lands on the document in one click, on web and mobile alike.

Plan availability

Packages are limited by plan: 3 on Zen (free), 20 on ZenGrow, unlimited on ZenAI.

Import your price list

Already have prices in a spreadsheet? Import them in one pass under Settings > Data Import. See how to import your data.

Step by step

Open a section

Go to Price Book and pick Services, Products, or Warranties in the Categories list on the left.

Create a category

With a section or category selected, click the New category icon next to Categories and name it after how your team thinks, like "Water Heaters" or "Maintenance". Subcategories can go up to 5 levels deep.

Add your items

Inside a category, click New Item at the top of the page. Enter the name and price, and optionally cost, markup, tax rate, SKU, brand, model number, and an image.

Use them on documents

When building an estimate or invoice, search the item picker and your Price Book items drop in with their set prices.

Frequently Asked Questions

No. Adding an item to a document copies it as a line item with the price at that moment. Price Book changes only affect documents you create afterward. Package contents are the exception inside the Price Book itself, since package items always point at the current item price.

Three types, matching the three top-level sections, services, products, and warranties. Each item lives in one type's category tree, and you can move it later, including across types.

Margin is the share of the price that is profit, (price minus cost) divided by price. An item with no cost has no margin, so it is left out of the margin figures instead of showing 100%.

How many invoices carried the item in the last 90 days, what was billed, and the profit, with one bar per week. Invoice lines are matched to the item by SKU, or by name when the item has no SKU. Void and cancelled invoices are ignored.

Every standard role (admin, manager, technician, viewer) can browse it, because building estimates and invoices requires reading items. Creating, editing, moving, and deleting items, categories, and packages requires the Manage Price Book permission.

Yes. Settings > Data Import accepts a CSV of price book items, with a validation pass before anything is written and duplicate SKUs skipped automatically.

The free Zen plan includes 3 packages, ZenGrow includes 20, and ZenAI is unlimited. Items and categories are not limited by plan.