Portal.io Integration: Product Matching and Creation

For every item on an accepted proposal, the integration finds the matching product in your Rev.io catalog. How it matches depends on the type of item.

Matching Logic

For physical goods (parts and custom items), the integration tries to match in the following order:

1. A product already linked to that Portal.io item from a previous Pricing Sync.
2. A product with the same product number or SKU.
3. A product with the same manufacturer part number.
4. A product with the same name.

For labor and fees, the integration matches by name only.

When a New Product is Created

If no match is found at any step, the integration creates a new product in your Rev.io catalog from the Portal.io item's details, including name, description, SKU, and the sell price from the proposal. New physical goods products are created so they can be linked back to Portal.io for future Pricing Syncs.

The following are important things to know about newly created products:

• The price on the quote always comes from the proposal. Whether an item matched an existing product or a new one was created, the line uses the sell price from Portal.io. A newly created product starts with a placeholder catalog price, but this never affects what your client sees.
• Newly created products need your review. They come in with basic information only, with no cost, GL codes, or category. The integration leaves these for you to complete in Rev.io.
• Quotes with newly created products are always held in Draft. Regardless of your Auto-Approve setting, any quote that required a new product to be created is held for your review before approving. See the Portal.io Integration: Auto-Approve and Quote Review article for more information.
• Duplicate products are not created. If a proposal lists the same product twice, the integration creates one product in your catalog and uses it on both lines.
• You do not need to configure a default product for physical goods. Unmatched parts are created automatically.