Pricing Books

A pricing book is a named list of product prices for specific customers. Each book holds a sell price, an optional cost, and an optional Valid from / Valid to window per product. Attach the book to one company, to a company classification (for example Gold, Silver, or Education), or to both. When a sales rep adds that product to a quote for a matching company, Salesbuildr uses the book price instead of the catalog price.

Pricing books are available on every plan. Creating and editing them requires the Pricing book editor permission — see Users & Access.

When to use a pricing book

Use a pricing book when a customer should get a fixed price on specific products, not a percentage off a category. Typical cases:

• Negotiated rates — one customer always pays a locked sell price for a SKU that everyone else buys at catalog.
• Contract discounts — a signed agreement locks hardware or license prices for a period.
• Vendor special-bid numbers — a distributor or vendor program gives this customer a bid reference and a special buy/sell price. Put the Special Bid Number on the book as that reference.

Do not use a pricing book for "all Healthcare customers get 15% off Software." That is a discount group.

Create a pricing book

1. Open Products and select the Pricing book tab.
2. Click New Pricing Book.
3. Enter a Name (required). Optionally add a Special Bid Number and a Description.
4. Click Save. You must save before you can add companies or products — the page reminds you with "Save the pricing book to add products."

The list has two tabs: With valid items and Without valid items. Books whose product dates have all expired land on the second tab.

Add products and set prices

On the book, use Add Product:

• Type in the search box and pick one product, or
• Open Advanced for the Products selection grid and add several at once.

Each product is added with its current catalog sell price and cost, Valid from set to today, and Valid to set to one month from today. Open the row (pencil) to change:

The table also shows markup calculated from price and cost, plus MSRP and discount when the product has an RRP.

A product must have a category before you can add it. If it does not, you see a toast that the product cannot be added because it has no category — assign the category on the product detail page, then try again.

To load many SKUs, use Import products on the book (needs the Import feature and Products importer permission). Select rows and use Add to quote when you want those products on an existing quote in one step.

Assign the book to a company or a classification

On the same page, use Add company or classification. Search and pick:

• A company — the book applies only to that account. Pills appear under Companies.
• A classification — the book applies to every company with that classification. Pills appear under Classifications.

Both can live on the same book. A company qualifies if it is listed directly or its classification is listed.

You can also attach books in bulk from the company list: select companies → Bulk update → Add to pricing books.

A company can belong to more than one pricing book. That is different from discount groups, where a company can sit in only one group.

Valid from and valid to

Each product row has its own date range. Empty dates mean the override is always in force. When both dates are set, the override applies only on days from Valid from through Valid to (inclusive).

Use the window for promotions ("this SKU is $X through Friday") or contract periods. Select several rows and click the pencil next to Valid to change dates in bulk. An expired Valid to shows a warning icon on the row.

Check the dates after you add a product. New rows default to a one-month window. For a standing negotiated rate, extend or clear Valid to so the price does not silently drop back to catalog after 30 days.

The book's own validity on the list follows the earliest Valid from and latest Valid to among its products.

When the book price applies on a quote

Resolution is per line, when the product is added (or when you re-apply a book / check prices on a draft). It is not a live calculation every time someone opens the quote.

1. If the quote has a book chosen under ⋯ → Apply pricing book, Salesbuildr looks in that book first.
2. Otherwise (or if that book has no valid row for this product), it collects every book attached to the quote's company and every book attached to that company's classification.
3. It keeps only rows whose Valid from / Valid to include today.
4. If more than one valid row remains, it uses the one with the highest sell price — not "most specific" and not "lowest." A classification-wide book can beat a company-specific book if its price is higher.
5. If nothing matches, the line uses the catalog price, then a discount group if one applies.

On the line you will see Pricing book (and the book name in Spreadsheet View). The quote Details tab shows an Applied pricing book when you chose one on that quote.

Apply pricing book on a draft re-prices existing lines from the book you select. Inherit from company goes back to automatic company/classification lookup for new lines; it does not rewrite lines already on the quote. Check prices re-runs the same lookup on existing draft lines.

Prices freeze on the line. Editing the book, changing the company's classification, or letting Valid to pass does not move a price that is already on a draft, sent, or approved quote. To pick up the current book, remove and re-add the line, or use Apply pricing book / Check prices on a draft. Sent and approved quotes cannot be refreshed this way — retract first.

When you send, Salesbuildr also checks that the quote's expiry is not after a line's pricing-book Valid to, and that the row is already in force. If the quote would outlive the promotion window, shorten the quote expiry or extend Valid to.

Pricing books vs discount groups

They do not stack. If a valid pricing-book row exists for that product and customer, the line gets the book price and the discount group is skipped. Remove the product from the book if you want the category discount instead.

Discount groups are managed under Settings → Quotes → Discount groups. See Quotes.

Manual edits on a quote line still win for that quote only; they do not change the book or the catalog.

See also

• Quote editor — Apply pricing book, Details, and sending
• Discount groups — category percentage rules
• Importing special bids and deal-reg pricing — spreadsheet import for one-off bid files
• Dynamic pricing — catalog cost and sell price from distributor feeds
• Companies — classification and bulk update
• Users & Access — Pricing book editor permission