Use a monday.com Board as Your Product Catalog — Then Invoice From It

Most invoicing tools force you to maintain a separate product catalog inside the invoicing app. That works fine for a one-person consultancy — but if your products and rates are already in monday.com (because your team uses them for project scoping, pricing reviews, or sales tracking), keeping two catalogs in sync is a chore that breaks at the worst possible time.

Easy Invoice flips that. It reads the catalog directly from a monday.com board you control — the Items board — and pulls a product’s description, rate, and unit straight onto the invoice when you pick it.

The setup

The Easy Invoice workspace template (installed during getting started) creates an Items board with the columns Easy Invoice needs:

Column	Use
Name (item name)	The product name shown in the line-item search dropdown.
Description	Multi-line description that auto-fills into the line’s description field.
Rate	Per-unit price.
Unit	Optional unit label (hour, each, kg, day, etc.).
Item number	Optional unique reference, e.g. ITM-0001.

You can rename, hide, or reorder columns however you like — Easy Invoice reads them by their internal IDs, not their displayed labels. Add or remove groups, add custom columns for internal use, build dashboards on top of the board — all fine.

Populating the catalog

Three ways, depending on where you’re starting from:

1. Add items manually. Click + Add item on the Items board and fill in name, description, rate, and unit.
2. CSV import. Use monday.com’s standard import to bring in an existing price list. Map your CSV columns to the Items board columns and Easy Invoice will use them immediately.
3. Add on the fly. Type a one-off description directly in the line-item Description field of any invoice. It won’t be saved to the board, but it’ll appear on that invoice — useful for genuinely one-off line items you don’t want polluting the catalog.

Using the catalog on an invoice

1. On a new or existing invoice, click + below the line-items table.
2. In the Description field, start typing. The search reaches into your Items board.
3. Pick a result. Description, rate, and unit auto-fill.
4. Adjust Qty and the per-line Tax toggle as needed.

The Description field is the search anchor — typing matches against the item name and the description, so a product named “Consulting” with a description containing “implementation, training” will surface when a user types either word.

Updating a rate

Editing an item’s rate on the Items board updates the rate offered on future invoices. Existing invoices keep the rate that was on the line at the time they were created — so you can do an annual rate increase without retroactively affecting unpaid invoices already sent.

If you want to update a specific in-progress invoice to a new rate, edit the rate on that line directly.

A few patterns that work well

• Group by category. Use Items board groups to organise a long catalog (“Hourly Services”, “Fixed-Price Packages”, “Hardware & Materials”). Group membership doesn’t affect Easy Invoice — search works across all groups — but it makes the board itself easier to maintain.
• Use one Items board per workspace, not per business unit. Easy Invoice reads the workspace-level Items board, so keep one canonical board and let everyone share it.
• Keep “internal” notes in a separate column. Add a “Margin notes” or “Supplier” column for internal use. Easy Invoice doesn’t read those columns, so they stay off the invoice.

Try it

The Items board is included in the workspace template. Install Easy Invoice, run the template, and the catalog comes pre-populated with sample data you can replace.

Related reading

• Help: setting up your product catalog
• Help: setting up your Customers board
• Easy Invoice vs. monday’s built-in templates