Products vs services — what Vendly tracks differently
Products live in inventory and consume stock. Services don't. Picking the right one matters for VAT and reporting.
Both products and services appear as invoice line items, but they behave differently behind the scenes. Confusing the two leads to negative stock, broken cost-of-sales reports and incorrect VAT classification.
| Aspect | Product | Service |
|---|---|---|
| Consumes stock | Yes | No |
| Has a default unit cost | Yes — used for COGS | Optional — no COGS |
| Reorder rule applies | Yes | N/A |
| Lives in a warehouse | Yes | N/A |
| Examples | Sugar 1kg, Laptop, Cement bag | Consultancy, Training session, Cleaning fee |
How to choose
- If selling the item REDUCES a countable quantity somewhere → Product.
- If selling the item is your team's time or expertise → Service.
- If it's a fee or surcharge that doesn't consume anything → Service.
- If it's a kit (product + service bundle) → create both, then bundle them on the invoice.
VAT classification
Both products and services carry a default VAT rate that drives every invoice line where they appear. Set 16% for standard supplies, 0% for zero-rated (e.g. exports, listed essentials), and mark exempt where appropriate (financial services, education, residential rent).
Charging VAT on an exempt service is a common mistake. Confirm the VAT classification ONCE on the catalogue line and it carries forward to every invoice — fixing it on every individual invoice is error-prone.
Editing products / services
Renaming a product changes the name on future invoices but historical invoices keep their original line text — invoice text is snapshotted at creation. Editing the default cost / price affects the next invoice; existing invoices stay at their original figures.
Kenya law that applies
- Value Added Tax Act 2013
Standard rate 16% VAT, exempt and zero-rated supplies, the KES 5m registration threshold, monthly VAT3 return.