Add customers, items and services
Add customers and vendors in the Directory with New customer or New vendor. Add the goods you sell under Masters → Items with New item, and the work you charge for under Masters → Services with New service. To bring a list across, click Import, fill the template in Excel and upload it.
In EaseDesk: Masters → Directory, Items and Services. Log in or start a free trial.
Steps
- 1 Under Masters in the menu, open Directory and click New customer (or New vendor on the Vendors tab).
- 2 Enter the Business name and GSTIN. The state and PAN fill in from the GSTIN.
- 3 Click Add contact, enter the person's Name and Mobile, and click Save.
- 4 For goods, open Items and click New item. Enter the Name, search the HSN code, choose the Unit and GST rate, enter the Sales price and click Save.
- 5 For work you charge for, such as repairs, installation or consulting, open Services and click New service. Enter the Name, search the SAC code, choose the GST rate and price, and click Save.
- 6 To import a list, click Import, then Download template, fill it in and upload the .xlsx or .csv file. Check the rows and click Import (it shows the number of rows ready).
How the Directory is organised
The Directory holds everyone you deal with, on tabs: Customers, Vendors, Leads (people you have not billed yet), Others and Contacts (the people at each business). A lead becomes a customer with the first invoice.
A business can have several contacts. Each contact receives only the emails you choose for them, for example invoices or payment reminders, so your accounts person gets the reminders and the owner does not. You can also set a credit limit, credit days and a price list on each profile.
Items and services, kept apart
Items are the goods you sell or buy. Each carries its HSN code, GST rate, units and prices. You can track stock, keep batches with expiry dates or serial numbers, and set a reorder level. The Items screen also has tabs for Price lists and Units.
Services are the work you sell or buy, such as repairs, consulting, installation or freight. Each carries its SAC code, GST rate and price, with no stock. Under How you charge you can note whether you bill a fixed price, by the hour, by the day or per unit.
Because the two lists are separate, a goods code never lands on a service or the other way round, and your GSTR-1 HSN summary stays right. On an invoice or bill you can still use both, line by line.
Imports
Before anything is saved, the import shows each row with a check, and how many are ready. One item template covers both lists: its Type (Goods/Service) column decides where each row goes. Fix the rows it flags in your file and upload again. Import from Tally is coming soon; until then, export your lists from Tally to Excel and use the templates.
Who can do this
Anyone whose role can manage the Directory, or Items and Services. Staff can see them but not change them.
Questions
Can the same business be both my customer and my vendor?
Yes. Each business is one profile in the Directory. Tick both Customer and Vendor on the profile and you get one ledger for everything you sell to and buy from them.
How do I add a person who is not a business?
On the new profile, click Individual and enter the Full name, mobile and State (place of supply). A person without a GSTIN is treated as a consumer for GST.
Can one invoice have both items and services?
Yes. Invoices, quotations, bills and every other document can mix items and services on the same bill. When you pick a line, services are marked Service so you can tell them apart.
Why does EaseDesk refuse my code?
Codes starting with 99 are SAC codes for services, so an item (goods) cannot take one; add it under Services instead. A service needs a 6-digit SAC code starting with 99. This keeps HSN and SAC codes apart and the HSN summary of your GSTR-1 right.
I added a service under Items by mistake. Can I move it?
Yes. Open it and change This is from An item (goods) to A service, then enter its SAC code and save.
Where do I enter opening balances?
Customer and vendor balances can come in with the import file. For your other accounts, open Accounting, go to the Opening balances tab, enter each balance as Dr or Cr, and click Save opening balances once debits equal credits.
Still stuck? WhatsApp or call +91 91525 20552 or write to support@easedesk.com. Updated 29-09-2026.