Mallow Help Center
Invoicing and Payments

Products library

Products are reusable line items that can be added to invoices or Payment Links without having to re-type them for every use. Manage them under Money > Products, where you can create and edit products, import them from QuickBooks, and archive or unarchive them. Products are not deleted from the Products page; archiving just moves them out of the active view.

Open the Products page

Go to Money > Products. The table lists one product per row with columns for the Product Name, Price, Description, and Status.

Create a product

Name of Product, Quantity, and Price are required; quantity and price must be greater than 0. The New product button appears only in the active-products view.

  1. On the Products page, click New product. The Add New Product dialog opens.

  2. Fill in Name of Product, Quantity, and Price. The Create Product button stays disabled until all three are valid.

  3. Optionally add a Description, a Discount, or Proration. The form notes that a discount applies to all future invoices and that proration applies only to the first invoice.

  4. Click Create Product. The dialog closes and the product appears in the table.

Import products from QuickBooks

If your QuickBooks Online account is connected, the Add New Product dialog shows a + Import from QuickBooks link. It appears only when creating a product, not when editing one.

  1. Click New product, then + Import from QuickBooks.

  2. In step 1, select a product from your QBO account. Each item shows its name and unit price; items already imported or whose names match an existing product don't appear in the list. Click Next Step.

  3. In step 2, confirm the selected item, check the consent checkbox about Mallow altering data in your QuickBooks Online account, and click Import Product.

  4. When the import succeeds, a success message confirms your records are synced and the imported product appears in your Products list.

Edit a product

  1. Open the product's Actions menu and select See Details. The Product Details dialog shows the product's price, description, and other details.

  2. Select the edit icon in the dialog. The Edit Product form opens, prefilled with the product's current details and the same required fields as creation.

  3. Click Update Product to save, or Cancel to discard your changes.

Archive, cancel, or unarchive a product

Both Archive and Cancel in a product's Actions menu deactivate the product. Archive takes effect immediately; Cancel first asks you to confirm and warns that the action is not reversible.

  1. To archive an active product, open its Actions menu and select Archive.

  2. Use the Archive toggle above the table to switch between the active and archived views.

  3. To restore an archived product, open its Actions menu in the archived view and select Unarchive. It moves back to the active view.

There is no delete action on the Products page. To retire a product you no longer use, archive it; you can unarchive it at any time.

While building an invoice or payment link, pick saved items from the Product Library panel, or check Add to Products on a line item to also save it to your library for reuse. Add to Products appears for new line items but not when you edit a line item that came from a product template. If the library save fails, the line item is still added to the invoice.

Archived products are filtered out of the invoice builder, so you can't select them there. The payment link builder still lists archived products in its picker.

What viewers can do

Users with the viewer role have read-only access to products. They can open See Details, but their Actions menu shows no Archive, Cancel, or Unarchive, the New product button is disabled, and the edit icon doesn't appear in the details dialog. Creating, editing, and archiving products is also blocked for viewers behind the scenes, and they can't save new line items to the library from the invoice or payment link builders.

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