FAQ: Creating & Managing Services

Can I change a service's price after I create it?

Yes. The price you set when creating a service is the default, but you can override it on any individual invoice or sales order. You can also edit the service later to change the default price for future documents. Existing invoices won't be affected by the change.

What's the difference between a service and a product?

Services don't track inventory or expiry dates; they represent labor or non-inventory work. Products track quantity on hand, cost per unit, and expiry dates (for goods with shelf life). If you need inventory management, use products; if it's pure labor or one-time work, use services.

Can I use the same service on multiple invoices and sales orders?

Yes, that's the whole point. Once you create a service like "Installation," you can use it on as many documents as you need. This keeps your catalog organized and ensures consistent pricing and GL accounting across documents.

Do I need to assign a GL account when creating a service?

No, it's optional. If you don't assign a specific account, Usystems uses your default service-income account (or your configured default for the service type). Many businesses leave it blank and rely on the default; others set specific accounts for detailed cost tracking.

Can I delete a service after I've used it on invoices?

This depends on your system configuration. Some setups allow deletion only if the service has never been used; others allow you to mark it as inactive instead. If you no longer want to use a service, marking it inactive is usually safer than deleting it, as it preserves the history of past invoices.

Why would I mark a service as "expense"?

Expense services let you pass through third-party costs to customers while keeping your accounting clean. For example, if you charge a customer for delivery but you actually paid a courier company, marking "Delivery" as an expense service ensures the cost goes to an expense account, not service income. This way, your profit calculation is accurate.

Can I bulk-import services from an Excel file?

This depends on your system version and configuration. Check the Products & Services section for an import option, or contact your system administrator about bulk-upload capabilities.

What happens if I use a service on an invoice and then edit the service's GL account?

The invoice you already created won't change—it keeps the account that was assigned at the time you created the invoice. Only new invoices created after the change will use the updated account. This protects your historical data from unintended changes.