Grouping items on an Estimate or Invoice

Written By Timothy Murenzi

Last updated About 15 hours ago

Who this is for: designers building estimates or invoices with more than ~5 items who want them organized for the client.

Two organization modes

Above the line items there's a Group by dropdown with three values:

Mode

What it does

None

Flat list. Default.

Room

Buckets items by the Room field on the product or service line. Items with no room go to an "Unassigned" group.

Category

Buckets items by Category. Same Unassigned fallback.

Switching modes is non-destructive — it changes how items are displayed, not how they're stored. Switch back to None and the order you typed is preserved.

Drag-and-drop reorder

  • Within a group: grab the handle on the left of any row and drag up or down. The order updates immediately.

  • Across groups: drag a row into another group's section. The row's Room (or Category) field updates to match the destination.

  • Across sections (Services ↔ Products): drag works here too. The line's "kind" flips, and any product-only fields (like markup) zero out automatically.

The order you set is what the client sees on the PDF and the web view.

Group totals

Each group renders its own subtotal row at the bottom — Group: Kitchen | $14,250. The grand total at the bottom of the doc is unchanged.

Common questions

  • "Why is my drag handle missing?" — only appears when there's more than one line and you're not in a frozen status (Approved / Sent).

  • "Can the client see the group labels?" — yes, on both the PDF and the web client view.

  • "My groups disappeared after I converted to invoice" — they didn't; check the invoice's Group by dropdown. Conversion carries the items but resets the view mode to None.