Zoho Invoice

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Price Lists

A simple analogy to understand price lists is to think of them as coupons that only you can apply to a specific set of customers or a set of items to either increase or decrease the price of the items. On applying them to a transaction or customer, the rate of the item changes. Let’s look at how price lists help David in his business.

Scenario: David sees 10x growth in his business. He decides to celebrate it by giving 10% discount to all his new customers. He creates a price list with 10% markdown in Zoho Invoice and applies it to the contact he creates for new customers. Whenever he creates an invoice for the new customers, the prices are slashed by 10% automatically and his customers enjoy the discount.

Scenario: During the festive season, David wants to offer a 25% mark-down on all the services. So, he creates a festive offer price list with 25% markdown on services. He applies them to invoices and provides services at a lower price which boosts customer satisfaction.

Price list is a list containing a set of different prices for the items you sell. The prices in the price list can be higher or lower to the normal price lists based on your preference and you can create multiple price lists. Also, you can associate the price lists to transactions or customers and the different pricing will be applied to them. If you do not associate any price list, then the normal price would be charged. In other words, price lists aloow you to change the prices of the items in bulk by a certain percentage or change them item-wise. Also, you can sell items to your customers with item rates in their local currency by creating price lists in a foreign currency.

Enabling Price Lists

Before you can use price lists in Zoho Invoice, you need to enable them in Item Preferences. To enable price lists:

Enable Price Lists Image

Now you’d have enabled the price lists feature in Zoho Invoice. This allows you to create and apply them to transactions and customers.

Adding Price Lists

There are two ways to add price lists:

Creating New Price Lists

To create new price lists:

New Price List Image

Mark Up or Percentage Image

If you’ve selected to markup or markdown by a percentage:

Markdown Image

If you’ve selected to enter the rate individually for each item:

Percentage Image

Importing New Price Lists

Zoho Invoice allows you to import price lists from your previous system so you don’t have to create each price list separately. To import price lists:

Import Sales Price Lists

Insight: File Delimiter refers to the character that is used to separate the values in the import file. 

Import - Choose File

Import - Field Names

Import Image

Now, the sales price lists in the import file will be imported into the Price Lists module of Zoho Invoice. You can associate the imported price lists to contacts or associate them to transactions.

Editing Price Lists

You can edit and update the price lists you’ve added to the Price Lists module. If you’ve already associated a price list and it is used in a transaction, you can still edit it. However, the previous transactions will not be affected by the change. To edit a price list:

Edit - Price Lists

Editing Price Lists

Associating Price Lists

After you add price lists, you can associate them to transactions and contacts. Associating price are very useful in many scenarios. Let’s look at how it helps David.

Scenario: As David’s business grew, customers from the neighbouring country reached out to him to purchase his products. And David realises that it’ll make his customers happy if he can invoice them with item rates in their local currency. Immediately, he creates a price list with item rates in his customer’s local currency. He associates the price list to his customers in the neighbouring country and every time he creates a transaction for them and adds the items, the item rates are in their local currency. Thus, David’s customers are happy doing business with him and his business grows. 

Associating a Price List to a Contact

You can associate a price list to a contact while creating a contact or later by editing a contact. To associate a price list to a contact:

Associate Price List to Contact option

Insight: Make sure that you’ve enabled Price Lists feature in Item Preferences to see the Price List dropdown in the contact. Also, make sure that you’ve created price lists before you can associate them to a contact.

Select Price List Image

Now, whenever you create a transaction for this contact, this price list will be automatically applied. However, you can change the price list while creating a transaction, if you want to.

Associating a Price List to a Transaction

You can associate a price list to an estimate or an invoice while creating them or while editing them. To associate a price list to a transaction:

Associate Price List  to Transaction Image

Managing Price Lists

You would have created price lists for a a festive season and wouldn’t need it after the season has passed. In similar circumstances, when you don’t need price lists for a particular season, you can mark them as inactive. Also, you can delete price lists if you wouldn’t need them any more.

Marking Price Lists as Inactive

Marking Price List as Inactive

Now, the price list will be marked as inactive and will not show up in transactions or contacts when you want to associate a price list. After you’ve marked a price list as inactive, you can mark it as active again.

To mark an inactive price list as active:

Marking Price List as active

The inactive price list will be marked as active and the price list will be available when you want to associate it to a contact or a transaction.

Deleting Price Lists

You can delete the unnecessary price lists in Zoho Invoice easily. However, once you delete a price list, it will no longer be available and it cannot be retrieved again.

To delete a price list:

Deleting a Price List

Confirm Delete

Insight: You cannot delete a price list if it is already associated with a contact or a transaction.

Exporting Price Lists

You can export the price lists that are present in Zoho Invoice in CSV (Comma Separated Values) or XLS (eXceL Spreadsheet) formats. To export price lists:

Export - Select Option

Export Image

Insight: You can export a maximum of only 25,000 rows at a time. If there are more than 25,000 rows of price lists, you can export them with mutiple attempts.

Disabling Price Lists

At any point in time, you do not want to use price lists in Zoho Invoice, you can disable the price lists feature. To disable the price list feature:

Disable Price List Image

Alternatively, if you’re in the Price Lists module:

Select Disable Price Lists


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