Core Concepts

Products

Managing your product catalog in Gilbert

Products represent what you sell. They're the items in your catalog that customers can subscribe to or purchase. Each product is a container for one or more prices — describing what you're selling, while prices define how much you charge for it.

For example:

  • Product: "Website Hosting"
  • Prices: €29/month, €290/year

This separation lets you offer the same product at different price points without duplication.

Creating a Product

  1. Navigate to Products in the sidebar
  2. Click Create Product
  3. Enter the required fields:
    • Name — The product name (appears on invoices)
  4. Optionally, add a Description to help customers understand what they're paying for
  5. Add one or more prices (see below)
  6. Click Create product
Write clear descriptions. They appear on invoices and help customers understand what they're purchasing.

Adding Prices to a Product

Products need at least one price before they can be used in subscriptions. To add a price:

  1. Click Add your first price (when creating) or Add price (when editing)
  2. Choose the pricing type:
    • Recurring — Regular billing at a set interval
    • One-time — Single charge
  3. For recurring prices, select the Billing duration (e.g., Monthly, Yearly)
  4. Enter the Amount and select the Currency
  5. Click Add price

You can add multiple prices to a single product — for example, a monthly and yearly option, or different currencies for different markets.

Each price is tied to a single currency and billing duration. To offer the same product in multiple currencies or intervals, create a separate price for each.

Editing a Product

  1. Navigate to Products
  2. Select the product to open its details
  3. Make your changes:
    • Update the name or description
    • Add new prices
    • Remove prices by clicking the delete icon
  4. Click Save

The product details view shows:

  • Product ID — Unique identifier (e.g., prd_01kga7ajfgen1rk91v9m29ck5p)
  • Name and Description fields
  • Prices table listing all configured prices with their type, amount, and billing duration
Removing a price that's used in active subscriptions won't affect those subscriptions. The price remains associated with existing subscriptions but can't be added to new ones.

Organizing Your Catalog

Naming Conventions

Use clear, consistent names:

GoodAvoid
"Website Hosting""Plan 2"
"CRM Software""Product A"
"Additional Users""Misc"

Product Structure

How you structure products depends on your business model:

Create separate products for each tier, each with monthly and yearly price options.

ProductPrices
Website Hosting - Starter€9/month, €90/year
Website Hosting - Pro€29/month, €290/year
Website Hosting - Enterprise€99/month, €990/year
Additional Users€5/user/month

Archiving Products

When you retire a product, archive it to prevent it from being added to new subscriptions. Existing subscriptions using the product continue to bill normally.

Create any replacement products before archiving the old one.

Best Practices

One Product, Multiple Prices

Create one product with multiple price options rather than separate products:

GoodAvoid
Website Hosting (€29/month, €290/year)Website Hosting Monthly (€29/month)
Website Hosting Yearly (€290/year)

Descriptive Names

Use names that make sense on invoices:

GoodAvoid
"Website Hosting""SKU-12345"
"Additional Storage (100GB)""Storage add-on"
"Priority Support""Support tier 2"
  • Prices — How to charge for products
  • Plans — Bundle products into subscription templates
  • Subscriptions — Billing relationships using products