Stop Entering Prices Manually: VNDLY Price Lists [2026]
VNDLY price lists auto-apply to orders by customer, currency, and volume tier. Set them up once, stop re-entering pricing on every sale. Here's how.
Most wholesale businesses have a pricing structure. The problem is that it lives in a spreadsheet, a shared Drive folder, or someone's memory - not in the system that actually processes the orders.
A new trade customer calls. Someone on your team creates a sales order. They try to remember the right price. They might check the spreadsheet. They might just use last week's order as a reference. Either way, there's a human interpretation step in the middle of every single order, and that's exactly where pricing errors hide.
The fix isn't a better spreadsheet. It's getting your pricing into the same system where the orders live - and making it auto-apply so there's no interpretation needed.
Here's how VNDLY's price list system works.
Why Spreadsheet Price Lists Always Break Down
The failure mode is predictable. You start with one price list. Then a key account negotiates a better rate, so you add a column. Then you start selling into Germany, so you create a EUR version. Then you need a retail price and a trade price and a clearance price. Three years later you have seven spreadsheet files with overlapping version dates, and whoever raised the last order was working off a different one than whoever raised the order before that.
The other failure mode is volume discounts. You offer 10% off for orders over 50 units. That sounds simple. In practice, someone has to notice the order hit the threshold, remember the discount exists, and manually apply it. If they're busy, they might not. Your customer might not notice either - or they might notice months later and ask for a credit note.
Every time pricing lives outside your order system, it creates a reconciliation task. Those tasks add up.
How VNDLY Price Lists Work
In VNDLY, price lists are a first-class feature with their own module in the main navigation. Each price list has:
- A name - descriptive, like "Trade GBP", "Retail USD", or "Key Accounts EUR"
- A type - Sales, Retail, or Purchase
- A currency - fixed at the list level, so there's no live conversion guesswork
- An active/inactive toggle - lets you create draft lists or retire old ones without deleting history
- Notes - internal context, like "valid Q3 2026, renegotiate in September"
Each list contains line items at the variant level: a specific SKU, a minimum quantity, and a unit price. This is where volume tiers live.
Customer-facing pricing. Assign to a customer so prices load automatically on every sales order you raise for them.
Separate retail price points - useful when you sell through different channels at different rates and want to track each clearly.
Supplier-specific costs. Assign to a supplier so your negotiated purchase prices load when raising a PO, not just the default unit cost.
The key mechanic is the auto-apply on order creation. Both customers and suppliers have a "default price list" field in their profile. When you create a new sales order and select the customer, VNDLY loads the assigned list and populates pricing on each order line automatically.
No lookup step. No "which list do we use for them?" No manual entry of agreed rates.
Volume Tiers - How Quantity Breaks Work
Each price list item has a Min Qty field - the minimum quantity for that price to apply. You add the same SKU multiple times at different thresholds to build a volume tier.
A simple example:
| SKU | Min Qty | Unit Price | |-----|---------|------------| | BAG-001 | 1 | $28.00 | | BAG-001 | 12 | $24.50 | | BAG-001 | 50 | $20.00 |
When a line is added to a sales order at quantity 48, VNDLY applies $24.50. At quantity 50, it applies $20.00. Automatically.
This matters beyond just convenience. Volume discounts that live inside your order system show up correctly in your margin data from the first click. You're not manually adjusting invoices or running a reconciliation after the fact. If you want to understand why correct pricing at order creation time is so important for profit visibility, this guide on margin visibility covers it in depth.
Multi-Currency Price Lists
Each price list in VNDLY has its own fixed currency. You create a GBP list for UK customers, a EUR list for European accounts, a USD list for US distributors. The prices you enter are the prices that appear on orders - no live conversion, no rounding surprises.
Customers also have a default currency set on their profile. VNDLY aligns the two: when you assign a EUR price list to a German customer, new sales orders for that customer open in EUR with the right prices loaded. The whole chain is consistent without anyone having to think about it.
This is meaningfully different from systems that apply a blanket currency conversion rate to a base price list. With VNDLY, each list is a standalone managed price set in its native currency. If exchange rates shift and you need to update the EUR list, you do it deliberately - not via an automated conversion that silently changes all your prices.
Setting Up Your First Price List
1. Go to Price Lists in the main navigation. You'll see all existing lists sorted alphabetically, filterable by type and currency. For a fresh account this will be empty.
2. Click "New price list". Give it a clear name that includes the type, market, and currency: "Trade UK GBP", "Retail US USD", "Key Account DE EUR". Set the type (Sales/Retail/Purchase) and currency. Add any internal notes. Click Save.
3. Add products to the list.
In the price list editor, use the search bar to find a variant by name or SKU. Click it to add a row. Set the Min Qty (default is 1) and the Unit Price. For volume tiers, add the same SKU again with a higher Min Qty and a lower price.
4. Bulk-add by category or tag. If you have a full product range to price, use the Add by dropdown to add all products in a specific category or tagged with a label at once. VNDLY adds all matching variants to the list as a batch. You can then edit prices in the grid.
5. Assign the list to a customer. Open the customer profile in Customers, set their default sales price list to the new list. Done. Next time anyone raises a sales order for this customer, prices auto-load from that list.
⚡ Naming tip
Use a consistent naming format: [Type] [Market] [Currency]. "Trade EU EUR" and "Retail US USD" are self-explanatory even six months later when someone else is managing them. Avoid vague names like "Price List 2" or "Standard".
Want pricing that follows the customer, not a spreadsheet? Set up price lists in VNDLY free for 14 days - no credit card needed.
Try VNDLY free →From the Founder
"We had six distinct price points at my previous company - retail, trade, key account, export market, clearance, and an internal transfer price between our two warehouse entities. Every single one was a separate Excel file, and the 'system' for applying the right one was basically institutional knowledge. You just knew that Retailer A got the Trade list and Distributor B got Key Account. When we brought on new staff, that knowledge took weeks to transfer, and in the meantime orders went out at the wrong price. I caught a batch of six invoices once that had been raised at retail rate instead of trade - after they'd already been paid. We had to issue credit notes and apologize. That's the kind of thing that eats into your relationship with a good customer. The price list system in VNDLY exists specifically so that knowledge lives in the software, not in someone's head."
The pricing error problem is especially acute during growth phases - when you add staff faster than you can document your processes. For more on how pricing and margin tracking connect, the post on supplier price drift and margin erosion is worth reading alongside this one.
Import and Export for Large Catalogs
If you're coming from a spreadsheet setup (which is most businesses), you don't have to re-enter everything manually.
From any price list's detail page, the action dropdown gives you:
- Export to Excel - downloads the current list as an XLSX file with columns for SKU, Product Name, Variant, Attributes, Min Qty, and Unit Price
- Import from Excel - upload a spreadsheet in the same format to add or update rows in bulk. VNDLY matches rows by SKU. If a SKU doesn't exist in your catalog, that row is skipped cleanly.
The round-trip export/import is also useful for mass price updates. Export the list, change prices in Excel, import back. Much faster than editing each row individually in the grid.
For businesses managing pricing across multiple channels and markets, price lists are one part of a broader wholesale operation. The B2B Wholesale Inventory Management: Complete 2026 Guide covers the full picture - from price lists and purchase orders through to fulfillment and supplier tracking.
Price Lists + the B2B Portal
When you've set up price lists correctly, they unlock another feature: the VNDLY B2B portal.
Wholesale customers can log into their own branded ordering portal with your catalog pre-loaded at their negotiated prices. They don't see anyone else's pricing. They place an order. It arrives in VNDLY as a sales order with the correct price list already applied.
No back-and-forth email, no manually checking the spreadsheet to confirm the right rate. The pricing is already in the system.
For wholesale businesses trying to scale order volume without scaling admin headcount, this is the practical payoff of getting price lists set up properly. You can read more about how VNDLY stacks up against other wholesale-focused platforms in the B2B Wholesale Inventory Management Software roundup.
For businesses at the earlier stage of building wholesale operations, the VNDLY wholesale page covers how the platform is structured for product companies selling to trade buyers.
Frequently Asked Questions
Can different customers have different price lists?
Yes. Each customer has a default sales price list assigned to their profile. When you create a sales order and select that customer, the assigned list loads automatically. You can have as many lists as you need - one per customer tier, one per market, or one per individual key account.
Does VNDLY support quantity-based pricing (volume breaks)?
Yes. Each price list item has a Min Qty field. Add the same SKU multiple times with increasing quantity thresholds and decreasing prices. When an order line is created, VNDLY applies the correct price for the quantity entered. Volume pricing is baked into the order from the start, not applied afterward.
Do purchase price lists work the same way as sales price lists?
Yes. Purchase-type lists are assigned to suppliers rather than customers. When you raise a PO for a supplier, VNDLY loads that supplier's default purchase price list and populates line item costs accordingly. This is useful if you've negotiated supplier-specific unit costs that differ from your general purchase prices.
Can I have a price list in a currency other than my base currency?
Yes. Each price list has its own fixed currency, independent of your account's base currency. Create a EUR list for European accounts, a GBP list for UK accounts. Prices are set directly in that currency - there's no conversion from a base price.
Can I import my existing Excel price list into VNDLY?
Yes. From the price list detail page, use the import option to upload an XLSX file. VNDLY matches rows to variants by SKU. Rows with unrecognized SKUs are skipped without breaking the import. You can also export any list to Excel, edit it, and re-import to update prices in bulk.
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