How to Create a Wholesale Price List

A wholesale price list is the first document a retailer asks for and the one they return to when placing every order. If it's confusing, out of date, or missing key information, it costs you sales — not because buyers aren't interested, but because they can't figure out what to order or what they'll pay. Here's how to build one that does the job.

What a wholesale price list needs to include

• Product name and variant information. Every SKU the buyer can order — sizes, colours, styles — clearly identified.
• Trade price. What the retailer pays. This is the number your price list exists to communicate.
• RRP. The recommended retail price, so buyers can see their margin at a glance.
• Minimum order quantities. Per product, per case, or overall — wherever minimums apply.
• Your trading terms. Payment terms, lead times, and how to actually place an order.

Keep it to what the buyer needs to make a decision. Don't include your cost price; don't include internal notes; don't pad it out with marketing copy that belongs in a catalogue.

How to set wholesale pricing

The most common approach is a percentage off RRP — typically 40–50% for standard wholesale, with deeper discounts for higher-volume accounts. Your margin needs to survive after shipping and any trade discounts, so work backwards from your cost to make sure the trade price is sustainable before you publish it.

Two pricing structures are most common:

• Flat wholesale rate. One trade price per product, at a consistent margin across the range. Simple to explain, simple for buyers to understand.
• Tiered pricing. Trade prices that improve as order volume increases. More admin, but rewards your best accounts.

The currency problem

If you sell into multiple markets, your price list needs to be in the buyer's currency — or at least clearly specify which currency it's in. A price list in USD sent to a UK buyer who assumes GBP is a quick way to lose a sale on a misunderstanding.

Keeping it current

A price list that went out two months ago is a liability. Prices change, products get added or discontinued, and buyers order from whatever document they have saved. The choices are: regenerate frequently and resend, or share a live link that always reflects current data. Either way, stale documents sent to active buyers create problems — and returns — you didn't budget for.

Your price list is a contract in practice, even if it isn't legally. Make sure the numbers on it are the ones you're willing to sell at today.