Managing Your Equipment Catalog
Build your equipment database so the AI generates accurate proposals with your real prices.
What you'll learn
- ✓How to add and organize equipment items
- ✓Understanding equipment categories
- ✓How the catalog powers AI-generated proposals
- ✓Bulk importing from spreadsheets
Navigate to the Catalog
Click "Catalog" in the sidebar. You'll see your equipment list organized by category. If you're just starting, it will be empty — that's normal. The catalog is your company's equipment database that the AI uses when generating proposals.
Add your first item
Click "Add Item" (or the "+" button). Fill in the item name (e.g., "Sennheiser EW-D Lapel Microphone"), select a category (Audio), choose the default unit (pcs, day, set, sqm, meter, event, trip), and enter your default rental price. This is the price the AI will use when it includes this item in a proposal.
Pro tip: Use specific model names. "Sennheiser EW-D Lapel" is better than "Wireless Mic" — it shows clients you have quality gear.
Understand categories
CueQuote has 10 equipment categories: Audio, Video, Lighting, Simultaneous Interpretation, Streaming, Digital Signage, Staging, Labor, Transport, and Other. Categories determine how items are grouped in proposals and PDFs. The AI uses category-specific scoping rules — for example, it automatically adds a mixing console when microphones are in the Audio category.
Set accurate default prices
Default prices should reflect your standard rental rates. When the AI generates a proposal, it matches items from your catalog by name and uses your prices. Items not found in your catalog get estimated market-rate prices. The more items you add with accurate prices, the less editing you need after AI generation.
Import from a spreadsheet
For bulk importing, click the import button and upload an XLSX file. Your spreadsheet should have columns for: name, category, unit, and price. This is the fastest way to populate your catalog if you already have an equipment list in Excel or Google Sheets.
Manage active items
Each item has an active/inactive toggle. Deactivating an item keeps it in your database but hides it from the AI during proposal generation. Use this for seasonal equipment or items temporarily unavailable. You can reactivate anytime.
How the catalog feeds AI generation
When you create a proposal, the AI receives your entire active catalog as context. It matches equipment from the event description to your catalog items, using your exact names and prices. If the event requires something not in your catalog, the AI adds it with a [CUSTOM] prefix and an estimated price — you can then update the price manually.
Pro tip: A catalog with 50-100 items covers most AV needs. Start with your core gear and expand over time.