Price lists are a simple, flexible way to manage your pricing. Create as many price lists as you need, adjust the prices on each, then assign to customers.

About Price Lists

With price lists you can create an unlimited number of different online catalogues, tailored to each of your customers – with custom pricing, discounts and unique products. Here are some examples of what you can do with price lists:

  • Customer types — organise customers into types like Hospo, Retail, Corporate with a separate price list for each type

  • Discount groups — group customers based on common pricing discounts like 10% Discount, 20% Discount, etc

  • Special sales — create a price list when you want to run sales

  • Seasonal catalogues – if you have seasonal products, having a price list available for each season makes it very easy to change seasons

How to customise each price list

  • Products — pick which products you want to be visible and available for order, each price list can have a different selection of products

  • Prices / discounts — each product in a price list can be given a discount, either as a percentage (%) or a fixed dollar ($) amount that will determine the sale price – your customers will only see the final sale price

  • Customers – you can assign or remove customers, which determines who can see and order from each price list

The relationship between Products and Price Lists

From the Products menu you can see ALL the products you have loaded in Upstock. You can set each individual product to: Available, Out of Stock, Discontinued.

  • Available – when an Available product is in a price list, then all customers assigned to that price list can see and order that product

  • Out of Stock – when an Out of Stock product is in a price list, then all customers assigned to that price list can see the product marked as "Out of Stock", but they cannot order it until it's made Available again

  • Discontinued – when a product is Discontinued it no longer appears in any price lists, so customers can't see it – the only exception is if they had saved the product as a favourite – in which case it will be marked as "Discontinued" and they cannot order that product

Base Prices

When you go to Products and open an individual product, you can see the product's Base Price. The base price affects the sale price for this product across all price lists.

Sale Price = Base Price – Discount

For example, if a product has a base price of $10 then the sale price will be different depending on the price list discount that's applied...

$10 Base Price

Price List


Sale Price










Changing the base price to $12 will change ALL the sale prices in ALL price lists...

$12 Base Price

Price List


Sale Price










Tips for setting up price lists

Remove duplicate products

Due to limitations of other systems, many people have ended up making duplicate products with a slightly different name ("Sesame Bagel 12pk – Abc Cafe", "Sesame Bagel 12pk – Xyz Grocers") so they can give their customers different prices for that same product.

With Upstock, that's unnecessary and messy. Instead, remove the duplicates and just have the individual product ("Sesame Bagel 12pk") then set up price lists, like Hospo and Retail, to customise and control the pricing from the price list.

Use standard pricing tiers

In the example above, you could make a price list for Abc Cafe and a different price list for Xyz Grocers. Having unique pricing for each individual customer is the ultimate in flexibility and is certainly possible with Upstock, but having standardised pricing tiers for different customers types (like Hospo, Retail, Corporate) makes things much easier to manage, and it's very easy to do with Upstock.

The major advantage of standard pricing tiers is that when you want to update your pricing, say for a price list like Hospo that has dozens of customers, you make one edit and it updates all of the customers in that list. If you had a unique price list for each customer, you would have to update dozens of price lists – a big waste of your time and money, plus that's never fun!

How a price list is organised

  • Showing — these products are visible to the customers in the list

  • Hidden — these products are hidden from customers in the list

  • Customers — these are the customers who will be able to view these products and prices

Adding discounts

Each price list can have different discounts applied to products. To add a discount, enter a percentage or dollar value in the discount field. You can also adjust the price field directly. Toggle the arrows next to the percentage to switch between % discount or a specific $ off amount.

Price lists use a product's base price as a starting point. This is the initial price, before any discount is applied. Learn more about base prices

Hiding products

If you have products that you don't want to be available to some customers, you can hide them. Just select the product and choose hide. The product will be moved to the hidden tab.

Choosing customers

When you're ready, assign your price list to customers. Customers can only order from the price list assigned to them. If you're connected to Xero, the prices will be used for invoices.

What will my customers see?

Your customers will not see the discount amounts, only the final sale price shown on invoices. The name you give a price list will also be hidden from customers.

If you want to hide all prices and invoices from your customers, you can do this in your order settings.

Get started with price lists

Before you get started, consider your current pricing – it might be a bit messy? If so, we're very happy to help you organise everything and walk you through the process. If you'd like a demo to learn more about price lists or want some help please contact us now to book a call.

Price lists are a paid feature. The cost depends on which plan you're on, so please contact us now and we'll be happy to explain the options for you.

Once your initial setup is complete, you'll start off with a default price list to get you started. You can add as many additional price lists as you need.

Activating price lists

Price lists don't take effect until you activate them. This gives you the opportunity to get all your price lists organised before you turn them on.

When you’re ready, activate your price lists to start using them for orders and invoices.

If you're connect to Xero, Upstock will then raise invoices in Xero based on your price lists.

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