How to Create a Custom Line Item in shopVOX PRO

Crystal Richard Updated by Crystal Richard

How to Create a Custom Line Item in shopVOX PRO

Related Video: Creating a Custom Line Item Video

Custom line items allow you to quickly add products or services to a Quote, Sales Order, or Invoice without first creating a product in your shopVOX product catalog. Custom Line Items give you the flexibility to handle virtually any customer request without delaying the sales process.

Why It’s Important to Know How to Use Custom Line Items

Custom Line Items are one of the most valuable tools in shopVOX PRO because they ensure that you can continue creating Quotes, Sales Orders, and Invoices even when a product has not been built in your catalog. Instead of stopping your workflow to create a new product, you can quickly add a custom service or product, enter pricing, and keep moving forward with the customer's request.

This functionality is especially important during implementation, when products are not yet addressed or still being configured, but it remains useful long after go-live for one-time services, unique requests, labor charges, rush fees, removals, setup charges, and other special situations.

Understanding how to use Custom Line Items allows your team to respond quickly, maintain accurate customer documentation, and keep work flowing through production while preserving the option to build permanent products later if needed. In short, Custom Line Items provide a fast, flexible solution that prevents uncommon jobs from becoming roadblocks in your daily workflow.

Example Use Case

A customer needs vinyl removal services, but no "Removal" product currently exists in your catalog.

Instead of stopping to build a new product, you can create a custom line item directly on the transaction and continue working.

Step-by-Step Instructions

Add a New Line Item

  1. Click the green Add Line Item button.
  2. A new line item row will appear.

Enter a Name

The Product field is optional when creating a custom line item. Since no existing product is being selected:

  1. Skip the Product field. Enter a descriptive name in the Name field.
You may use any naming convention that makes sense for your business. This is the field the customer views on their pdf of the transaction. Using specific or detailed names enhances the customer experience.

Enter Quantity

  1. Specify the quantity required.

Enter Unit Price

  1. Enter the price per unit. shopVOX will automatically calculate the total.

Save the Pricing

  1. Click the green checkmark to save the line item pricing.
Important: Changes will not save until the green checkmark is selected. The green checkmark is the save button.

Add a Customer-Facing Description

  1. Click "Add Customer Description".
  2. Enter the Description for the Customer. Click the green checkmark.
Confirm the changes have been saved.
Any information entered in the Description field will be visible to the customer on transaction documents.

Viewing the Final Result

When exported to a Quote, Sales Order, or Invoice PDF, the customer will see:

  • Important Notes

Custom Products Do Not Need to Exist

You can create a completely custom line item even if no corresponding product exists in your catalog.

This allows you to continue working without delaying the transaction.

Descriptions Are Customer Visible

Anything entered into the Description field is displayed to the customer.

Use clear, professional language and avoid internal-only notes.

The Green Checkmark Saves Changes

Any time the green checkmark appears:

✅ Click it to save changes.

If you leave the field without clicking the checkmark:

❌ Your changes will NOT be saved.

Best Practices

Use Custom Line Items When:

  • Building estimates before products are fully configured
  • Testing pricing scenarios
  • Creating one-time services
  • Handling unusual customer requests
  • Building estimates before products are fully configured

Consider Building a Product When:

  • The item is frequently sold
  • Pricing is standardized
  • Materials and labor should calculate automatically
  • Production workflows are needed

Summary

Custom line items provide a fast and flexible way to price products and services without first building a product in shopVOX.

The basic process is:

  1. Click Add Line Item
  2. Enter a Name
  3. Set Quantity
  4. Enter Unit Price
  5. Click the green checkmark
  6. Click Add Customer Description
  7. Enter a Description
  8. Click the green checkmark again
  9. Export or send the transaction

This allows you to quickly estimate and sell virtually any product or service your customer requests while maintaining professional customer-facing documentation.

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