Overview
The Price List tab in your ProLine account serves as your centralized catalog of all pricing items and services. These items can be added to quotes, orders, and templates across your company. This is also where you configure quantity calculations for each item. ProLine provides a default set of generic materials out-of-the-box, which can be customized to meet your specific operational needs.
Accessing the Price List
Click the hamburger menu (☰) → Company Settings (this opens a new browser tab).
Select the Price List tab on the left side of the screen.
Managing Price Lists by Location
By default, you will land on the Company Default price list.
Use the dropdown in the top to switch between different locations and set custom pricing per location (e.g., for different states or markets).
This is especially useful if you operate across multiple regions or office branches. To set up additional locations, see Company Settings: Locations.
Filtering the Price List
At the top of the Price List tab, you can:
Search by name
Filter by Type - all items associated with that type will appear
Filter by Template - all items associated with that template will appear
Understanding Price List Columns
When viewing your price list, you'll see several key columns:
Item Name: Name of the material or service.
Margin: Select yes or no to control whether the profit margin is applied to this specific item. When enabled, the margin used will be based on whatever margin is set at the quote level.
Type: This reflects the cost category assigned to the item. ProLine comes with two pre-built categories — Labor and Material — but these are fully customizable, and you can add your own (e.g., Permits, Rentals). Cost categories are also used to organize your project budget. [See Cost Categories for more info.]
Cost: What this item costs you as the contractor.
Unit of Measurement: What is the unit you want this item to be calculated at; per square (SQ), per bundle (BDL), per foot (LF), Each (EA).
Price List Item Settings
Each item in your price list includes a set of icons on the right-hand side that let you configure item-level settings. Below is a breakdown of each one.
Quantity Calculation Editor
Click the Price Default Calculation icon (calculator icon) to open the Quantity Calculation Editor. This is where you define how the quantity for each item is automatically calculated when it is added to a quote. For a full walkthrough of how calculations work, including formula examples, see Configure Quantity Calculations.
You can configure the following fields:
Measurement(s): Select the measurement fields or sub-calculations that drive this item's quantity. If multiple are selected, their values are added together. These fields come from your Measurement Report Fields. See also Guide: Measurements in Projects.
Coverage: How many units of the selected measurement(s) one of this item can cover.
Waste Factor: The additional percentage added to the quantity before rounding up, to ensure you have enough material to account for waste or errors. You can choose from:
Static % — a fixed waste percentage applied every time.
Measurement-based waste — instead of a fixed percentage, the waste is pulled from a measurement field on the project, so it can vary from job to job. "Waste Factor %" is the most commonly used option here, as it lets you define a different waste factor per project for that specific item.
⚠️Be careful not to stack this with a waste factor already applied to sub-calculations, as this can lead to compound waste factor errors.
Min (Minimum): If the calculated quantity is less than this value, the minimum will be used instead.
Rounding Behavior: Choose whether quantities are rounded up to a whole number or calculated as decimals. To use decimal quantities, see Company Settings: Price List - Fractional Quantities.
Test Calculation: Input values to verify the result of your formula and cost before saving.
Custom Formula
Check Use Custom Formula to write your own calculation formula instead of using the standard fields. A Measurement Token Reference panel will appear on the right with all available tokens (e.g., {{C1}}, {{M1}}). Use the Formula Guidelines dropdown for syntax help. For detailed guidance on building custom formulas, see Configure Quantity Calculations.
Tip: Set up your Measurement Report Fields first, as they are used in this section.
Add Description (Pencil Icon)
Click the pencil icon to open the Edit Price Item popup, where you can:
Rename the item.
Add a Quote Description and/or Order Description — these will appear on your quote and order documents respectively.
Variations
Click the Variations icon (three-line icon) to define different selectable versions of the same item. This is most commonly used for options like color, size, or material finish that do not affect pricing.
Step 1: Entering a Label
The Label is shown to your clients on the quote PDF and during the signing process. Be specific — using a generic label like "Color" across multiple items (shingles, drip edge, gutters) will leave clients unsure which selection applies to which product.
ProLine Best Practice: Include the item name as part of the label. For example:
Landmark Pro - Color
Drip Edge - Color
Gutter Size
Step 2: Adding Variations
Click Add Variation to open a new field.
Enter the variation name (e.g., Weathered Wood, Moray Black, Colonial Slate).
Click Create to add it.
You can add as many variations as needed. You can edit variation names at any time by clicking into the field, or delete a variation using the trash can icon next to it.
Default Invoice Margin
Click the Default Invoice Margin icon to set a default profit margin for this item when it is added to an invoice as a line item.
To configure:
Click the icon to open the popup.
Enter a margin percentage or a price — one will auto-calculate the other.
Changes are auto-saved.
Key behaviors:
Changes here do not affect existing invoice line items.
Defaults only apply to new invoice line items going forward.
Editing margins on individual invoices does not change the Price List default.
This feature works with Invoice Line Items. For more details, see: Managing a Project: Billing - Invoice Line Items.
Supplier Connections
Click the Supplier Connections icon (plug icon) to link a price item with a supplier. Currently supported suppliers are ABC Supply and QXO.
To use:
Ensure your ABC Supply or QXO integration is active.
Return to the price list and link the item.
Once linked, you will also be able to select supplier-specific variations for that item — for example, colors or sizes available through the supplier's catalog. See the Variations section above for more details on how variations work.
Important: Only one supplier can be linked per line item.
Deleting Price Items
Click the trash can icon to delete a price item.
You will be prompted to type DELETE to confirm.
This is a soft delete — the item is removed from active use but remains attached to any existing quotes.
Deleted items can always be restored by selecting View Deleted Prices and clicking the restore arrow on the item.
Need Help?
If you encounter difficulties or have further questions, contact our support team at support@proline.app or through the chat in the lower corner of your screen. We're here to help you with any issues or concerns.