Pricing & Price Lists

Plan availability: pricing features (price lists, pricing rules, customer groups, quantity tiers) depend on your subscription. If you don't see Price Lists, Pricing Rules, or Customer Groups under Settings, your plan may not include them — see Subscriptions & billing, or ask your workspace owner.

Pricing lets you sell the same product at different prices to different customers — wholesale vs retail, currency-specific lists, volume discounts, or rule-based markdowns — without editing the price by hand on every document. You set the pricing up once under Settings; after that, every sales document line picks the right price automatically and tells you where that price came from.

When to use it

• You have two or more customer tiers (retail vs wholesale, local vs export) that pay different prices.
• You quote in more than one currency and want a maintained price per currency instead of ad-hoc conversions.
• You give volume discounts ("10+ units, price drops").
• You run time-limited promotions or category-wide discounts.

If you only ever charge one price per item, you don't need any of this — the price on the item itself (its base price, the item's Unit Price (Sale)) is used everywhere.

Before you start

• Items must exist with a base price — see Products & Services.
• Decide your structure first: a couple of price lists usually beat a pile of one-off rules.
• Pricing is configured under Settings → Pricing & Segmentation: Price Lists, Pricing Rules, and Customer Groups.

How a line price is chosen

When you add an item to a quote, sales order, invoice, or sales receipt, SolaBooks looks for a price in this order and uses the first source that has one:

1. The price list picked on the document — if you explicitly chose a price list on this document, it wins.
2. The customer's default price list — set on the customer record.
3. The customer group's default price list — if the customer belongs to a customer group that has a default list.
4. The organization's default price list — a list marked as the default for everyone.
5. The item's base price — the item's own Unit Price (Sale), the final fallback.

After the starting price is found, two things can still adjust it:

• Quantity tiers — if the chosen price list has quantity breaks, the tier matching the line quantity applies (buy 10+, unit price drops).
• Pricing rules — condition-based adjustments (a percentage markup or markdown, a fixed discount, or a promotional price) that run on top of the resolved price.

And a person can always override the result — see Manual price override below.

Price badges and the price breakdown

Each document line shows a small badge next to the price telling you where it came from:

Click the badge to open the Price breakdown popover — it shows the full story: the starting price, which list supplied it, and every tier or rule that adjusted it, ending at the final line price. Use it whenever you're asked "why is this line priced like that?"

Price lists

A price list is a named set of item prices. An item can appear in many lists at different prices.

1. Open Settings → Price Lists and create a new list.
2. Name the list and pick its currency. A price list is per-currency — its prices apply only to documents in that currency and are never converted to another currency.
3. Optionally set a validity period (from / to dates) and whether the list is active.
4. Add items and set each one's price on this list. You can also define quantity tiers per item where your plan includes them.
5. Assign the list: as a customer's default list (on the customer record), as a customer group's default list, or as the organization default.

Validity matters. An inactive or expired price list is skipped when prices are chosen — the document shows a warning so you know the list was passed over, and the next source in the order above is used instead.

Customer groups

A customer group bundles customers so pricing can target the whole group at once (e.g. "Wholesale", "VIP"). Groups are managed under Settings → Customer Groups.

A group can carry its own default price list — making the group a genuine pricing tier: any customer in the group gets the group's list automatically, unless the customer has their own default list (which takes priority), or a list was explicitly picked on the document.

Pricing rules

Pricing rules apply automatic adjustments based on conditions — by item, category, customer, customer group, or date range. A rule can apply a percentage markup or markdown, a fixed discount, or a promotional price. Rules run on top of the price the lists produced, and the Rule badge plus the Price breakdown popover show exactly what the rule did.

Manual price override

Users who are allowed to override prices can simply type a different price on the line. The line then shows the Manual price badge.

• A manual price is kept when the document is edited — re-opening the document or changing other lines will not silently recalculate it.
• Posted documents are never changed retroactively — updating a price list later does not touch existing documents.
• To go back to the automatic price, use Reset to calculated price — the line is re-resolved through the normal order above.

If you can't type a price and the field stays locked, you aren't allowed to override prices — ask your workspace administrator for access.

Example

Al Noor Trading sells the "Office Chair" item, base price JOD 60.

• Their Wholesale price list (JOD) prices the chair at JOD 48, with a tier: 10+ units → JOD 45.
• The customer group Wholesale has that list as its group default.
• Modern Furniture LLC belongs to the Wholesale group and has no personal default list.

Sara creates an invoice for Modern Furniture LLC for 12 chairs:

1. No list is picked on the document, and the customer has no personal list, so the group's Wholesale list applies → JOD 48. The badge shows Customer list-level sourcing from the group's default.
2. The quantity is 12, so the 10+ tier kicks in → JOD 45, and the badge changes to Tier.
3. Sara agreed JOD 44 on the phone, types it in — the badge becomes Manual price. The Price breakdown popover still shows the whole chain: base 60 → list 48 → tier 45 → manual 44.

Next month the Wholesale list price changes to JOD 50. Sara's posted invoice still shows JOD 44 — posted documents are never repriced.

Common problems

• The list price isn't being used. Check the badge and the Price breakdown popover first — they tell you which source won. Common causes: the list is inactive or expired (you'll see a warning), the list is in a different currency than the document, or the customer has a different default list that outranks the one you expected.
• A price list in USD isn't applying to a JOD invoice. Working as designed — lists are per-currency and never converted. Create a JOD list with JOD prices.
• "I changed the price list but old invoices didn't change." Correct: prices are resolved when the line is created and never changed retroactively.
• "I can't override a price." Price override is limited to allowed users. Ask your workspace administrator.
• A manual price got lost. Manual prices are kept on edit — but Reset to calculated price discards them deliberately. Check whether someone reset the line.

Related

• Products & Services — items carry the base price that everything falls back to.
• Customers — assign a default price list per customer.
• Quotes, Sales orders, Invoices, Sales receipts — every sales line goes through this price resolution.
• Multi-currency — currencies and exchange rates (price lists are per-currency).
• Settings — Price Lists, Pricing Rules, Customer Groups.
• Reports — sales by item and by customer.