Set up your product catalog

Set up your product catalog

Your catalog has three levels: Product category → Product → Unit. A category is a broad family such as "Wheelchairs". Products are interchangeable types inside it, such as "Standard wheelchair" and "Bariatric wheelchair". Each Product chooses an inventory method. Individual units gives every physical item its own barcode, serial number, status, and history. Shared quantity keeps one count for interchangeable, nonserialized items such as ramp sections or accessories. See Quantity-tracked inventory and Label and add your units. You build and monitor the catalog on the Products page.

Find anything in the catalog

Use the search box on the Products page when you know any detail about the equipment. It can match a Product name, category, Product number or SKU, barcode, serial number, status, location, or customer. Searching for a Unit's barcode or serial number brings up the Product type that Unit belongs to. The Availability column shows inventory free to promise now, stock physically in the warehouse, current commitments, and the lowest projected balance over the next 30 days.

Prefill from your website with AI

The fastest way to fill your catalog is to let the AI read your website.

1. Open the Products page. While the catalog is empty, a Prefill from your website card appears.
2. Enter your site URL and click Analyze.
3. The AI crawls your site and adds the products, categories, and photos it finds.

If you set a website during onboarding, this also runs in the background after your workspace is created, so your catalog may already be partly filled.

Import from QuickBooks

QuickBooks import is included on the Pro plan and above, the same as QuickBooks customer sync. On the Free plan you will see an Upgrade to Pro prompt instead, see Billing and plans.

If your equipment is already in QuickBooks, choose Import products from QuickBooks at the start of onboarding, or run it any time later from Company settings: open the Products card and click Check for new items. After connecting, TrackDME reads your QuickBooks item catalog and invoice history, narrows it to items actually invoiced in the last year that have not already been imported, and uses AI to separate real rentable equipment from fees and merchandise (real QuickBooks setups mix these together, for example "Delivery & Pick up" or "Labor charges" alongside actual equipment). You review the suggested list, edit any name or category, uncheck anything that is not really equipment, and only your selections are imported. Nothing is created in TrackDME without your confirmation. Running it again later only shows items you have not already imported.

Re-scan with AI later

Added products to your website since you set up? You can pull them in again.

1. Open Settings (admins only).
2. In the Catalog card, make sure a website is set, then click Re-scan with AI.
3. The app re-crawls your site, adds any new categories, products, and photos, and shows a summary.

This is idempotent: items you already have are reused, not duplicated.

Add a Product type manually

You can add types by hand at any time at /products/new:

1. Enter a Name (required, for example "Standard wheelchair").
2. Choose a Category (optional). Pick an existing one, or type a new name to create it on the spot.
3. Add a Product number (optional), your internal SKU or model code such as "WC-1000". This is fine to leave blank, and it is blank by default for website imports.
4. Add a Unit cost (optional), what one of these cost you to acquire. This is not shown to customers, it only feeds the margin and ROI numbers in Insights.
5. Choose Individual units for equipment with one barcode or serial per physical item, or Shared quantity for interchangeable stock. For shared quantity, enter how many are currently in the warehouse.
6. Add a Photo (optional). You can use your camera, drag and drop, or crop an image.
7. Save the product type.

How categories work

Categories group related Product types under headings on the Products list. Use the Category menu on any Product row to move it immediately, or open Categories to add, rename, and remove category names. You can also type a new category while adding or editing a Product type.

A note on deleting

You cannot delete a Product type while its Units still exist or its shared quantity is above 0. Remove or reassign the Units, or adjust the quantity to 0, first. This protects you from accidentally erasing inventory that the business still owns. Barcodes are what tie a physical unit back to its type during barcode scanning.

Bulk actions

To delete more than one Product type at once, click Select at the top of the Products list, check the ones you want, then Delete from the bar that appears. You will be asked to confirm the exact count first. Types that still have units are skipped rather than blocking the whole batch, and you will see how many were skipped so you know which ones still need units removed or reassigned.

Next steps: once your catalog is set, Label and add your units so you have physical items to scan.