Why your Xero items matter
FlowSpec reads your Xero items to price your quotes. When you say "4 GPOs, 2 RCDs, 6 downlights, and 3 hours labour," FlowSpec looks through your item list, finds the closest matches, and pulls the sell price you set in Xero for each one. The quote lands in Xero as a native draft with the right items, quantities, prices, account codes, and tax rates already filled in.
If your Xero account has items with sell prices, you are ready to start quoting. If your items are missing sell prices, or your account has no items yet, this guide covers both situations step by step.
Step 1: Open Products and Services in Xero
- Log into Xero.
- In the top menu, click Sales.
- Select Products and Services.
This page lists every item in your Xero account. If the list is empty, that is normal for a new account. You will add items in the next step.
If items are already listed here (your bookkeeper may have set them up), check that they have sell prices. Click into any item and look under the Sales section for a price. Items with a sell price are ready for voice quoting.
Step 2: Add your core items
Click New Item and fill in these fields:
| Field | What to enter |
|---|---|
| Item Code | A short code for internal reference. Optional, but useful for organising items (e.g. ELEC-GPO, PLMB-HWS). |
| Item Name | The name that appears on your quote. Use plain trade language here (see naming tips below). |
| Sales → Unit Price | Your sell price per unit. This is the price FlowSpec puts on your quote. Enter it GST-inclusive or GST-exclusive, matching your Xero tax setting. |
| Sales → Account | The revenue account for this item (usually Sales or 200 - Sales). Your bookkeeper can confirm the right account. |
| Sales → Tax Rate | Usually GST on Income (10%) for standard taxable services and materials in Australia. |
Click Save & Add Another to keep adding items. Start with your 10 to 20 most-quoted items. You can always add more later.
Tip: Tracked vs untracked items
For quoting, it makes no difference whether an item is tracked or untracked in Xero. FlowSpec uses the item name and sell price. If you track inventory for purchasing or stock management, those items work the same way for quoting. Most tradies keep their labour and general materials as untracked items and that works well.
Step 3: Name items the way you say them on site
FlowSpec matches your spoken words to your Xero item names. The closer the item name is to what you actually say when describing a job, the more accurate the match on your first quote.
| Works well for voice quoting | Harder to match by voice |
|---|---|
GPO supply and install |
Electrical Installation Services - General Power Outlet |
Labour per hour |
SERV-001 |
Hot water system supply and install |
HWS Unit S&I (Dom) |
Downlight LED supply and install |
DL-LED-S/I |
Plain language works best because it matches the way you speak. If your bookkeeper has set up items with formal names, you have two good options: rename them in Xero, or leave them as they are and let FlowSpec learn the mapping. FlowSpec remembers when you correct a match on the review screen, and uses that correction for future quotes.
Tip: Common abbreviations work
FlowSpec understands common trade abbreviations. If you say "GPO" it will match an item called "GPO supply and install." If you say "RCD" it will match "RCD supply and install." You can use the abbreviations your trade uses daily. The AI picks up on them.
Starter items by trade
Here are example item lists for four common trades. Use these as a starting point and adjust the names and prices to match your own rates.
Electrician
| Item Name | Code | Sell (inc GST) |
|---|---|---|
| GPO supply and install | ELEC-GPO |
$110.00 |
| Light switch supply and install | ELEC-SW |
$95.00 |
| Downlight LED supply and install | ELEC-DL |
$120.00 |
| RCD supply and install | ELEC-RCD |
$220.00 |
| Switchboard upgrade | ELEC-SB |
$2,200.00 |
| Smoke alarm supply and install | ELEC-SA |
$165.00 |
| Ceiling fan supply and install | ELEC-FAN |
$385.00 |
| Labour per hour | ELEC-LAB |
$110.00 |
| Call out fee | ELEC-CALL |
$88.00 |
Plumber
| Item Name | Code | Sell (inc GST) |
|---|---|---|
| Hot water system supply and install | PLMB-HWS |
$1,980.00 |
| Tap set supply and install | PLMB-TAP |
$330.00 |
| Cistern replacement | PLMB-CIS |
$440.00 |
| Toilet suite supply and install | PLMB-WC |
$770.00 |
| Blocked drain clear | PLMB-DRAIN |
$275.00 |
| Gas fitting compliance cert | PLMB-GAS |
$198.00 |
| Labour per hour | PLMB-LAB |
$120.00 |
| Call out fee | PLMB-CALL |
$99.00 |
Builder / Carpenter
| Item Name | Code | Sell (inc GST) |
|---|---|---|
| Framing timber per lineal metre | BUILD-FRM |
$22.00 |
| Plasterboard sheet supply and fix | BUILD-PB |
$55.00 |
| Internal door supply and hang | BUILD-DOOR |
$440.00 |
| Deck board per sqm installed | BUILD-DECK |
$165.00 |
| Demolition and rubbish removal per sqm | BUILD-DEMO |
$45.00 |
| Carpenter labour per hour | BUILD-LAB |
$99.00 |
| Skip bin 6 cubic metre | BUILD-SKIP |
$550.00 |
HVAC / Air Conditioning
| Item Name | Code | Sell (inc GST) |
|---|---|---|
| Split system 2.5kW supply and install | HVAC-SS25 |
$1,650.00 |
| Split system 5kW supply and install | HVAC-SS50 |
$2,420.00 |
| Ducted system zone controller | HVAC-ZONE |
$385.00 |
| Service and gas top-up | HVAC-SERV |
$275.00 |
| Refrigerant pipework per metre | HVAC-PIPE |
$66.00 |
| HVAC labour per hour | HVAC-LAB |
$121.00 |
| Call out fee | HVAC-CALL |
$110.00 |
These are example prices for illustration. Your actual rates depend on your location, suppliers, the work you do, and your local market. Enter your own sell prices in Xero.
Step 4: Sync your items to FlowSpec
- Open FlowSpec and go to Settings.
- Tap Sync Xero Items.
- FlowSpec pulls your full item list from Xero, including names, sell prices, account codes, and tax rates.
- You will see a confirmation showing how many items were synced.
After syncing, your items are ready for voice quoting. FlowSpec re-syncs from Xero each time you tap the button, so sync again whenever you add items or change prices in Xero.
Step 5: Try your first voice quote
Tap the microphone and describe a recent job in your normal trade shorthand. Here is what an electrician might say:
"4 GPOs, 2 light switches, 6 downlights LED, 1 RCD, 3 hours labour at 42 Smith Street Canberra."
FlowSpec transcribes what you said, matches each line to your Xero items, applies your sell prices, and builds the quote. The review screen shows every match. Tap a line to change it if the match is off. When it looks right, send to Xero and the quote lands as a native Xero draft, ready for the customer.
Four tips for a clean price list
1. Use "supply and install" for bundled items
If your sell price includes the part and the labour to fit it, name the item "GPO supply and install" rather than listing the part and labour separately. That matches how most tradies speak the job and keeps the quote clean.
2. Create separate items for different rates
If you charge different labour rates for standard and after-hours work, create two items: "Labour per hour" and "Labour per hour after-hours" with different sell prices. Same approach works for residential vs commercial rates, or different job sizes.
3. Include your call-out fee
A "Call out fee" item in Xero means you can say "plus a callout" in your voice memo and it gets added to the quote at your set rate. Otherwise you would add it by hand each time.
4. Review prices at the start of each financial year
Labour costs, material prices, award rates, and supplier terms change annually. The FY27 award increase (4.75% from July 1, 2026) is a good prompt to review your labour rates in Xero and re-sync to FlowSpec. A quick annual review keeps your quotes accurate and your margins healthy. See our FY27 changes guide for the full list of updates.
Quick-start checklist
- Open Xero → Sales → Products and Services.
- Add your 10 to 20 most-quoted items with sell prices.
- Name each item the way you say it on site.
- Open FlowSpec → Settings → Sync Xero Items.
- Record a test voice quote and review the matches.
Most tradies complete this in under 30 minutes. Once your items are in Xero, every voice quote prices automatically from that point on.
Worked example: electrician switchboard upgrade
Here is a real quoting scenario to show how your Xero items turn a spoken job into a priced quote.
The job: Mrs Chen at 14 Ainslie Ave, Braddon, needs her old fuse board replaced with a modern switchboard. The switchboard upgrade includes an RCD, 6 new circuit breakers, and rewiring the meter box connections. Estimated 4 hours on site plus a follow-up smoke alarm check.
You say:
"Switchboard upgrade, 1 RCD, 2 smoke alarms, 4 hours labour, callout fee, at 14 Ainslie Ave Braddon for Mrs Chen."
FlowSpec matches to your Xero items:
| Line | Matched Xero Item | Qty | Unit Price | Line Total |
|---|---|---|---|---|
| Switchboard upgrade | Switchboard upgrade | 1 | $2,200.00 | $2,200.00 |
| 1 RCD | RCD supply and install | 1 | $220.00 | $220.00 |
| 2 smoke alarms | Smoke alarm supply and install | 2 | $165.00 | $330.00 |
| 4 hours labour | Labour per hour | 4 | $110.00 | $440.00 |
| Callout fee | Call out fee | 1 | $88.00 | $88.00 |
| Subtotal (inc. GST) | $3,278.00 | |||
The entire quote, from spoken description to priced Xero draft, takes about 30 seconds. Mrs Chen's quote sits in Xero ready to send as a professional PDF.
Frequently asked questions
How many items do I need in Xero before voice quoting works?
Start with your 10 to 20 most-quoted items. That covers a typical residential job in most trades. An electrician might start with GPOs, switches, downlights, RCDs, switchboard upgrade, and labour per hour. A plumber might start with hot water system supply and install, tap sets, cistern replacements, and labour. You can add more items over time as you quote new types of work. FlowSpec learns which items you use most often and gets faster at matching them.
Should I use GST-inclusive or GST-exclusive prices in Xero?
Either works. Xero lets you set items as Tax Inclusive or Tax Exclusive, and FlowSpec reads whichever you choose. Most sole-trader tradies find it simpler to enter GST-inclusive prices (the price the customer sees) and let Xero calculate the GST component. If your bookkeeper prefers GST-exclusive, that works too. Just be consistent across your items so your quotes read clearly.
What if I already have items in Xero from my bookkeeper?
FlowSpec syncs whatever items are already in your Xero account. If your bookkeeper has set up items with sell prices, you are ready to go. Open FlowSpec, tap Sync Xero Items in Settings, and try a voice quote. If the existing items use formal accounting descriptions (like "Electrical Installation Services" instead of "GPO"), you can either rename them in Xero to match your trade shorthand, or leave them as they are. FlowSpec learns your preferred phrasing over time and starts matching even when the names differ from what you say.
Do I need to track inventory for voice quoting?
For quoting, tracked inventory is optional. FlowSpec uses the item name and sell price to build your quote. Whether Xero tracks stock levels for that item has no effect on the quote. Most tradies set their materials as untracked items with a sell price, and that works well for quoting. If you do track inventory for purchasing or stock management, FlowSpec still reads those items the same way.
Can I set different prices for different job types?
Your Xero items each have one default sell price, and that is what FlowSpec uses on the quote. For different pricing tiers (residential vs commercial, standard vs after-hours), the simplest approach is to create separate items: "Labour per hour" at your standard rate and "Labour per hour after-hours" at your premium rate. When you speak the job, mention which rate applies and FlowSpec matches the right item. You can also adjust the price on the review screen before sending.
How often should I sync my Xero items?
Sync after you add or change items in Xero. FlowSpec syncs your full item list each time you tap Sync Xero Items in Settings. If your prices stay stable (most tradies update rates once or twice a year), you only need to sync when you add a new item or adjust a sell price. The FY27 award increase that took effect July 1 is a good prompt to review your labour rates in Xero and re-sync.
What happens if FlowSpec matches the wrong item?
On the review screen, you can tap any line item and change the match. FlowSpec remembers your correction and uses it for future quotes. Over time, it learns your preferred phrasing and the matches get more accurate. If you find yourself correcting the same item repeatedly, renaming it in Xero to match what you say on site (then re-syncing) is the fastest fix.
I connected Xero but my quotes show all items at $0. What do I do?
This means your Xero account has no items with sell prices set, or the items have not synced yet. Open Xero, go to Sales then Products and Services, and check that your items have a sell price entered under the Sales section. If you have items but they show $0, open each one and add your sell price. Then come back to FlowSpec, go to Settings, and tap Sync Xero Items. Your next voice quote will use the updated prices.
Ready to try voice quoting?
Set up your Xero items, connect FlowSpec, and try your first voice quote. Your first 5 quotes are free during the trial.
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