HelloLeads Navbar

📦 How to Manage Products in HelloLeads CRM

Step-by-Step Tutorial – Build and manage your product catalogue with ease
Available in
1
Getting Started: Access Manage Products
Let's begin by navigating to the Manage Products section in your HelloLeads CRM dashboard. This is where you build and maintain your entire product catalogue and price lists — the foundation of every sales order you create.
Log into your HelloLeads CRM account – Web app
Look for the navigation menu on the left sidebar
Click on "Manage Products" in the menu
You will see two tabs: Products and Price Lists

🔥 Before You Begin – Quick Checklist

  • Products are used in Sales Orders – Adding products here allows you to pick them when creating sales orders
  • Price Lists group your products – Organise products by region, currency, or customer segment using price lists
  • You can import in bulk – Use the EXCEL import feature to add many products at once instead of one by one
  • Nothing is permanent – Products and price lists can always be edited or deactivated later
2
Understanding What You See
The Manage Products screen is organised into two main tabs. Each tab serves a distinct purpose — here's a quick orientation so you know exactly where to look for what you need.
Products Tab – Your full product catalogue. Add, view, edit, search and filter all products from here
Price Lists Tab – Create and manage price lists that group products by currency, region or customer segment
Use the search bar to instantly find any product by name, SKU/part number or description
Use filters to narrow down by price list, status (Active/Inactive), brand, and more
Products Table
The products tab displays your catalogue in a table with columns for product image thumbnail, name, SKU/part number, brand, unit price, currency, price list association, and active/inactive status.
Price Lists Table
The price lists tab shows all your price lists with name, currency, expiry date, region, owner, and status. Click any row to view full details in a side panel.
3
Adding & Managing Products
The Products tab is your main product catalogue. You can add new products individually, search and filter existing ones, and click any product to view or edit its full details.
Step 3.1: Click the green "+ Create Product" button to add a new product
Step 3.2: A form panel will slide open – fill in the product details
Step 3.3: Enter Product Name, SKU/Part Number, Unit Price and other fields
Step 3.4: Click "Save" – your product now appears in the catalogue
Product Fields Explained
Required fields:
• Product Name – The display name of your product or service
• Price List – Link this product to a price list
• Unit Price – The selling price per unit
• Currency – Currency for the unit price
Optional but recommended:
• SKU / Part Number – Your unique internal identifier
• Brand / Make – Manufacturer or brand name
• Description – Detailed product description
• Barcode – For physical product scanning
• Product Image – Upload a photo for easy identification
Product Status
Each product has a status that controls whether it appears when adding items to a sales order:

• Active – Product is available for selection in sales orders
• Inactive – Product is hidden from order forms but remains in your catalogue

Use Inactive status to retire old products while keeping historical data intact.
Viewing & Editing a Product: Click on any product row in the table to open the full product detail page. From there you can see all product details laid out clearly and click "Edit Product" to make changes. Updates are saved immediately.
4
Managing Price Lists
Price Lists help you organise products into groups — useful when you have different pricing for different regions, currencies, or customer tiers. Products are linked to a price list so that when a sales rep picks a product, the correct pricing applies automatically.
Click the "Price Lists" tab at the top of the Manage Products page
Click "+ Create Price List" to create a new price list
Fill in the Price List Name, Currency, Expiry Date, Region and Owner
Click any price list row to view full details in the side panel
Price List Fields
• Price List Name – A descriptive name (e.g., "India Standard 2025", "US Enterprise")
• Owner – The team member responsible for this price list
• Currency – The currency for all products in this list
Optional but recommended:
• Expiry Date – When this price list becomes inactive
• Region – Geographic scope of the price list
Filtering Price Lists
Quickly narrow down your price lists using the available filters:

• Status – Active or Expired
• Currency – Filter by specific currency code
• Owner – Filter by team member who owns the list
• Region – Filter by geographic region
• Search – Type to instantly search by name

💡 Price List Best Practices

  • Create one price list per currency or region so products are priced correctly on sales orders
  • Set expiry dates on seasonal or promotional price lists to automatically deactivate them
  • Assign an owner to each price list to maintain clear accountability
  • Use consistent naming conventions (e.g., "Region_Currency_Year") for easy searching
5
Importing Products & Price Lists
Have a large existing product catalogue? Use the import feature to upload hundreds of products at once via a EXCEL file. The same 3-step import wizard is available for both Products and Price Lists.
Step 1 – Upload: Click "Import Products" or "Import Price List" button and upload your EXCEL file
Step 2 – Map Fields: Match your EXCEL columns to the correct HelloLeads product fields
Step 3 – Results: Review the import summary — see how many records were successfully imported or had errors
Prepare Your EXCEL File
• Export an existing spreadsheet or product list to EXCEL format
• Ensure your file has clear column headers in the first row
• Common columns: Product Name, SKU, Unit Price, Brand, Description, Barcode
• Remove special characters or extra spaces from data where possible
Field Mapping (Step 2)
In the mapping step you match each column from your EXCEL to the matching field in HelloLeads:

• Drag and drop or use dropdowns to map columns
• Skip columns you don't want to import
• Required fields must be mapped before you can proceed
• Preview data in your uploaded file to verify accuracy
Import Results (Step 3)
After import you'll see a results summary showing:

• Total records processed
• Successfully imported
• Skipped or duplicate records
• Any rows with errors and the reason

You can re-import a corrected file to fix any failed rows.
Import Price Lists
The price list import works the same 3-step way:

• Upload a EXCEL with your price list names, currencies, expiry dates and regions
• Map the EXCEL columns to the price list fields
• Review the import results and verify your price lists were created correctly

🎉 Your Product Catalogue is Ready!

Products in Catalogue
All active products are instantly available when creating a sales order. Your team can search by name or SKU and select products directly from the order form.
Auto-Calculated Pricing
When a product is added to a sales order, the unit price, tax, and totals are calculated automatically — saving time and eliminating errors.
Linked to Orders
Every product in your catalogue is ready to be picked when creating a new sales order. Changes to a product (like price updates) reflect going forward.
Price List Association
Products linked to a price list inherit currency and pricing rules, making it easy to manage multiple markets or customer tiers from one catalogue.
6
Advanced Features & Productivity Tips
Maximise productivity with smart search, bulk imports, price list organisation and team collaboration features that keep your product catalogue clean, accurate and easy to use.
Smart Search & Fuzzy Matching
The product search uses fuzzy matching — so even if you slightly misspell a product name or SKU, the system will still find the right match. Works across name, part number and description.
Product Images
Upload product images to help your team visually identify items quickly, especially when dealing with large catalogues with similar product names or SKU codes.
Bulk Import EXCEL
Use the EXCEL import wizard to add large numbers of products or price lists at once. The field mapping step ensures your existing data fits into the HelloLeads catalogue structure without data loss.
Multi-Currency Support
Assign different currencies to price lists to support international customers. Each price list can have its own currency, and products linked to it will display pricing in the correct currency on sales orders.
Active / Inactive Control
Mark discontinued or seasonal products as Inactive instead of deleting them. This preserves historical order data while keeping the active product list clean for your sales team.
Owner Assignment
Price lists can be assigned to specific team members, giving clear accountability for pricing accuracy and making it easy to filter by responsible owner.
Pro Tips for Maximum Success
  • Use consistent SKU/part number formats for easy search and cross-referencing with external systems
  • Always link a product to a price list — it makes order creation faster and eliminates manual price entry
  • Upload product images to help sales reps quickly identify the right product on mobile or desktop
  • Set expiry dates on time-limited price lists so they are automatically retired
  • Use the EXCEL import to migrate your existing product spreadsheet in minutes
  • Keep your Active products list clean by Inactivating discontinued items rather than deleting them
  • Use the Owner filter to quickly check which price lists belong to each territory or team member
  • Review price list currency settings before creating sales orders to ensure correct pricing applies
Workflow Optimisation Tips
  • 🗂 Catalogue Structure: Organise products into logical price lists by region or customer type before creating sales orders
  • 📥 Bulk Import First: If you have an existing product list, import via EXCEL before manually adding individual products
  • 🔍 Search Efficiently: Use product SKU for the fastest and most precise search when adding items to orders
  • 💱 Multi-Currency: Create separate price lists for each currency you operate in to keep order pricing accurate
  • 🔄 Regular Maintenance: Periodically review your product catalogue to deactivate old products and update pricing

Related Articles

Sales Order User Guide

Create and share sales quotes and invoices

Need Help? Assistance?

Contact Us