What a good price list does
A price list has one job: let a buyer find an item and its price in seconds, then order it without a follow-up question. That sounds simple, but most price lists fail at it. They are exported straight from an accounting system, with internal codes nobody understands, no units, no pack sizes and no date. Buyers end up emailing to ask whether "Coffee 5" is per bag or per pound, and whether the price includes tax.
CatalogKite's price list template is a compact table grouped by category, with item code, description, unit and price on every line. It prints cleanly on A4 or Letter, works as a PDF attachment, and doubles as an online catalog that buyers can search and order from on a phone.
Who uses price lists
- Wholesalers and distributors sending trade prices to retailers, restaurants or contractors
- Manufacturers and brands with large ranges where a photo catalog would run to dozens of pages
- Food producers and suppliers: bakeries, roasters, butchers and produce suppliers whose prices change often
- Service businesses and trades publishing standard rates (print shops, florists, cleaners)
- Retailers sharing a stock list with regular customers on WhatsApp
What to include on a price list
- Business name, contact details and an "effective from" date
- Category headings in the order buyers think about your range
- Item code or SKU on every line
- A short, specific description (size, grade, flavor, finish)
- Unit of sale and pack size: each, case of 12, per kg, 5 lb bag
- Price per unit, and volume or tier pricing where it applies
- Minimum order quantities and any surcharges
- Whether prices include or exclude tax and delivery
- Payment terms, order cutoffs and delivery areas
Our step-by-step guide on how to create a wholesale price list covers each of these with examples.
How to make a price list with CatalogKite
- Open the maker and choose the Price List template.
- Bring in your products. Paste from a spreadsheet or upload CSV/XLSX. Map your columns to Name, SKU, Unit, Price and Category.
- Turn on category grouping so items fall under clear headings, and reorder categories to match how buyers shop.
- Choose which prices show. Retail, wholesale and MSRP are separate fields, so the same product list can produce a trade price list and a retail one.
- Add your header and terms. Logo, contact details, an effective date and your terms block (minimums, payment, delivery).
- Export or publish. Download a PDF, or publish a link. When prices change, edit them once and the link updates for everyone.
Start with the sample list and replace it with your own items, or import a spreadsheet.
Open the price list makerPrice list best practices
One unit, stated every time
The most common price list mistake is an ambiguous unit. "$24" means nothing until a buyer knows whether it is per bag, per case or per kilo. Put the unit on every line, even when it seems obvious.
Date it, and keep old versions out of circulation
Print an effective date at the top. When prices change, a buyer holding an undated PDF from last quarter will order at the old price and expect it honored. Sharing a live link instead of an attachment avoids the problem entirely, because the link always shows the latest version.
Show tiers simply
If you offer volume pricing, keep the rule short: "10+ cases: 5% off" in the terms block beats a column of tier prices on every line. Reserve separate columns for the rare cases where tiers differ per item.
Separate trade and retail audiences
Do not send your trade prices to retail customers or the reverse. Duplicate the catalog and switch which prices show; the product data stays in one place.
Keep it scannable
Short descriptions, consistent capitalization, codes in a monospace column and plenty of white space between categories. A buyer should be able to find any item in under ten seconds.
Example: how one line should read
| Code | Item | Unit | Price |
|---|---|---|---|
| RB-SO01 | Ethiopia Yirgacheffe, washed, whole bean | 12 oz bag (case of 6) | $11.50 |
| RB-BL01 | House Espresso Blend | 5 lb bag | $62.00 |
Each line answers the four questions a buyer has: what exactly is it, what code do I quote, what do I get for the price, and how much is it. Nothing needs a follow-up email.
Common price list mistakes
- Internal abbreviations such as "ETH YRG WB 12" that only your team understands
- Mixed units in one category (some items per case, some per unit) without saying which
- Missing minimums, so the first order arrives below what you can profitably ship
- Retail and trade prices on one sheet without clear labels
- Out-of-stock items left on the list with no note, which leads to back-and-forth after the order
Price list or catalog?
| You sell | Best format |
|---|---|
| Many similar items where the buyer already knows the product | Price list |
| Products chosen by look, style or design | Catalog or line sheet |
| Prices that change weekly (food, commodities) | Price list, shared as a live link |
| A small range to boutiques | Line sheet |
Many businesses use both: a photo catalog to win the account and a price list for reorders. In CatalogKite they can share the same products, so a price change updates both. See line sheet vs lookbook vs catalog for more on choosing a format.
Working out your prices
If you are setting wholesale prices for the first time, start with your full cost per unit, then decide on a margin. Our free margin calculator and markup calculator convert between cost, price, margin and markup, and the guide to pricing products for wholesale explains keystone pricing and when to break it.