Keeping the catalogue tidy

Everything on this page happens in the same table you built the catalogue in. Each row has two buttons at its right-hand end, revealed when you hover over the row or reach it with the keyboard: Edit and, in red, Delete. Between the price and those buttons sits the Active switch, which is the control most people should be reaching for and the one most people miss.

Editing a price

Press Edit and the same drawer you created the item in slides back in, filled with what is stored. Two things are different. The title reads Edit Service or Edit Add-on rather than New, and the type control at the top is not drawn at all: an item cannot change from a service to an add-on after the fact. The footer button reads Save Changes.

Save and a short confirmation names the item: "Deep Clean" updated. The table redraws with the new figure. Nothing else on the screen changes, and that understatement is the point: the catalogue is a price list, not a ledger, and editing it edits the list.

What a price change touches

This is the question worth being precise about, because the honest answer is "less than you would expect". CleanFlo takes a copy of the price at each stage rather than looking it up again later, so putting a price up does not quietly rewrite your history.

The chain runs one way and each link takes a copy: the catalogue sets the price on a job, the job sets the amount on the invoice line, and the invoice line is what the client is asked to pay. Once a link has been made, changing the one behind it does not reach forward.

Retiring an item without deleting it

There is no archive folder in CleanFlo, and nothing to move an item into. The Active switch is the archive. Turn it off and the item stays in the table with everything it ever earned still attached to it, but it disappears from every list your team picks from.

The switch has no confirmation and no save button. It flips instantly, writes in the background, and rolls itself back if the write is refused. Its tooltip reads Active — click to deactivate or Inactive — click to activate, and a short confirmation follows: "Fridge Clean" deactivated.

• The row is greyed: the type glyph fades, and the name and price are muted.
• A small grey Inactive badge appears beside the name.
• The item is dropped from the Services and Add-ons pickers in the job drawer.
• It is dropped from the Add Item dialog on a quote, which only ever lists active items.
• The Active count in the header falls by one. The Services and Add-ons counts do not: they count everything.
• Jobs, quotes and invoices that already reference it are untouched and keep showing it.

Deleting an item

The red Delete button removes the row outright. A confirmation appears first, worded exactly like this: Delete "Fridge Clean"? This can't be undone. Existing jobs that reference this service won't be affected. The buttons are Cancel and Delete, and the item vanishes from the table the moment the second one lands.

Why a short catalogue quotes faster

Quoting is where the state of this list shows. Building a quote line by hand means typing a description, a quantity, a unit price and a VAT rate four times over. Building it from the catalogue means opening Add from catalogue, pressing a name, and correcting the one number that is different for this client.

That only works if the list is short enough to scan. The picker is a plain vertical list of names and prices with a search box above it, so a catalogue of nine items is one glance and a catalogue of sixty is a search every time. Two habits keep it in the first category.

1. Deactivate anything you have not sold in a year rather than leaving it in the list "just in case". Reactivating takes a click on the day somebody asks.
2. Resist creating a variant for every property size. One Deep Clean with the quantity changed on the line beats Deep Clean (1 bed), Deep Clean (2 bed) and Deep Clean (3 bed), all of which have to be repriced separately when your costs move.

Beside the pager at the foot of the table, Export CSV downloads the whole sorted and filtered catalogue as services.csv, with the columns Name, Type, Base Price, Duration / Unit and Active. That file is the easiest way to do an annual price review: open it in a spreadsheet, mark up what needs to move, then come back and edit the handful of rows that actually changed.

If a search finds nothing the table is replaced with No results over Nothing matches "oven" and a Clear search button, so a stray filter never looks like an empty catalogue.