Managing Product Line Items

Product line items represent the products or subscription services linked to a pipeline record such as a deal, order, contract, or renewal. Managing line items keeps your pricing accurate, ensures transparency, and helps automate your sales documents.

Use cases

Contextual accuracy

Ensure the right products are linked to the correct pipeline records.

Sales visibility

Keep your team informed about what products are involved in each deal.

Revenue tracking

Help calculate ARR and MRR for subscription-based products.

Document sync

Automatically populate sales documents like quotes and contracts with accurate product details.

Adding line items

Line items are added to pipeline records to define the products or services included in a potential sales opportunity. They help teams estimate revenue, structure pricing, and track what the customer is being offered at each stage of the pipeline.

To add product line items, you first need to access the pipeline record. You can do this by going to the pipeline or by searching for the record.

Open the pipeline using any of these simple ways:

• Go to Pipelines from the left sidebar menu (shortcut: G + D) and select the pipeline.

This opens the listing page, where the pipeline’s records are displayed. From there, browse the list to locate the specific record.

Open the pipeline record’s details page by clicking its name. Alternatively, click either the View details in new tab or Open details in side drawer icons next to its name.

Another simple way of locating the record is by using the search feature:

1. Click the Search icon in the left sidebar (shortcut: Press /).
2. Select the pipeline from the dropdown.
3. Type the pipeline record’s name and select it.

Once the details page is open,

1. Go to the Products tab (or Subscriptions tab for contracts).
2. Click Add Line Items to open the Product Line Items drawer.
3. Search and select the products to add.
4. Optionally, click Add one-time taxes to include a one-time tax.
5. Click Save to add the products.

The below image shows how to add line items.

Term-based and Evergreen products cannot be added to the same pipeline record.

Editing line items

You may need to update line items when deal requirements change. Updates ensure that the products, quantities, discounts, and pricing accurately reflect the customer’s latest needs and keep any generated quotes or sales documents aligned with the most current information.

To update existing line items, follow these steps:

1. Go to the Products or Subscriptions tab of the pipeline record.
2. Click in the top right.
3. In the Product Line Items drawer, expand the product details by clicking its actions menu and selecting Expand details or by clicking the arrow before the product name.
4. Edit fields such as Sales price, Start date, Quantity, Tax, Term, Billing frequency, Discount etc.
5. Click Save to apply changes.

The below image shows how to edit line items.

Deleting line items

You can delete line items anytime in case of changes in the sales process.
To delete line items, follow these steps:

1. Go to the Products or Subscriptions tab of the pipeline record.
2. Click in the top right.
3. Click the actions menu of the line item and select
4. Confirm the deletion in the prompt dialog.
   

How line items sync with sales documents

When sending a sales document for a pipeline record, the products listed in the Products/Subscriptions tab automatically populate the pricing table in the document. This ensures the document reflects accurate product details, quantities, and taxes, reducing manual work and maintaining consistency.

However, you are not restricted to managing line items only in the Products/Subscriptions tab of the pipeline record. BoldSales provides support to add or update line items directly within the document template while configuring and sending the document. This flexibility is useful in scenarios where:

• Line items were not added earlier in the pipeline record.
• You need to make quick adjustments before sending the document.

By managing line items at this stage, you can keep product details accurate and relevant without navigating back to the Products/Subscriptions tab of the record.

1. Open the pipeline record and go to the Sales Documents tab.
2. Choose the document type, (for example, Quote), and click + Quote in the top right.
3. Select a quote template from the available options. If there is a tax mismatch between the template and the record’s products, a dialog will appear asking you to choose the tax source. Select either Taxes from template or Taxes from record’s Products tab.
4. Click Continue and then click Use this template.
5. Review and manage line items in the pricing table. Line items from the Products/Subscriptions tab will appear automatically in the pricing table.
6. If there is need to add or update line items directly in the document, click Add or edit line items within the price table.
7. In the Product Line Items drawer, add new line items or update existing line item details such as quantity, tax, sales price, or discount.
8. Click Save to apply changes.
9. Configure the remaining template details and send the document to the customer.

Understanding ARR and MRR

Annual recurring revenue (ARR) measures the total recurring subscription revenue expected over one year, normalized across all billing frequencies (monthly, quarterly, half‑yearly, or yearly). It reflects long‑term, predictable revenue and excludes one‑time fees.

Monthly recurring revenue (MRR) represents the average recurring revenue generated per month. It is calculated by dividing ARR by 12, regardless of how or when customers are billed.

Together, ARR and MRR provide a consistent view of subscription revenue:

• ARR highlights long‑term revenue potential and business stability.
• MRR tracks short‑term, month‑to‑month performance.

Both metrics are automatically calculated from recurring subscription values to ensure accuracy and consistency.