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Creating Price Books

This article will help you understand the working of price books and how to set different prices for your items.
R
Rashmi Kashyap
5 Aug, 2025 - Updated  2 days ago

    Feature Availability

Vtiger Editions: One Pilot | One Growth | One Professional | One Enterprise | One AI

Introduction to Price Books 

Vtiger Price Books allows you to define different prices for products and services. The prices of the items can vary depending on the customers and their needs. When a Price Book is selected or changed, the system updates the selling prices of all line items. Price Books are used while creating Invoices, Sales Orders, Quotes, etc.
Note:

  • You can pre-fill the selling price of line items in a Price Book using the Book icon in the Item Details.
  • Price Books will be visible based on the currency selected in the module. 

In this article, you will learn about:

  • Creating a Price Book
  • Adding products and services to a Price Book
  • Generating related documents
  • Using Price Books in other modules
  • Viewing Price Book details

Key Terminology

 

Field name

Description

Unit Price

Predefined price fixed by the manufacturer. 

Selling Price

The price at which a product or service is sold. It can vary depending on a number of factors.

Products

Products represent the stock of goods in your Inventory. Products can be either procured from your suppliers or rendered to your customers, depending upon the ​nature of your Organization.

Services

Services refer to the free or paid assistance you would offer to benefit your customers. In general, services are non-stock items rendered to your customers.

Quote 

A Quote is a formal document presented by the company’s sales team to a potential customer, upon request for a quotation. It contains a detailed list of products and services, prices, taxes, terms, and discounts.

Invoice

An Invoice, or a bill, is a non-negotiable itemized statement issued for the Products and Services rendered to the customer.

Subscriptions

A Subscription is the amount of money that you pay regularly in order to receive a product or a service.

Sales Order 

The Sales Order (SO), is an order issued by a company’s sales team to the customer. A Sales Order may be for products and/or services. 

Purchase Order

A Purchase Order (PO), is the first official offer issued by a customer to the company’s sales team, indicating types, quantities, and agreed-upon prices for products or services.

Currency

The currency that is applied to the Price Book record.
 

Creating a Price Book

You can create a Price Book record by:

  • Using the Add Price Book button on the Price Books screen
  • Using Quick Create
  • Importing a Price Book

From the Price Books screen

Follow the steps listed below to add a new Price Book record:

  1. Log in to the CRM.
  2. Click on the main Menu.
  3. Go to Inventory.
  4. Select Catalog > Price Books. The Price Books page opens.
  5. Click +Add Price Book. The Add Price Book window opens.
  6. Click View Full Form. The Creating Price Book window opens.
  7. Enter or select the following information - 
    1. Price Book Details section
      1. Price Book Name: Enter a name for the Price Book
      2. Active: Enable the checkbox to make the Price Book active.
      3. Currency: Select the currency for the Price Book. 
      4. Assigned To: Select the CRM user to whom the Price Book is assigned.
    2. Description Details - Enter a description for the Price Book.
  8. Click Save. 

Note: You can always add the necessary details if you are short of time in the Add Price Book window and return later to add all the data. 

From Quick Create

You can also create a Price Book using the + (Quick Create) icon available on all screens of the CRM. Price Books is available in the Inventory section. Follow these steps to create a Price Book using Quick Create:

  1. Log in to the CRM.
  2. Click + (Quick Create) icon.
  3. Type Price Books in the Search field.
  4. Select Price Book.
  5. Click +Add Price Book. The Add Price Book window opens.
  6. Click View Full Form. The Creating Price Book window opens.
  7. Enter or select the following information - 
    1. Price Book Details section
      1. Price Book Name: Enter a name for the Price Book
      2. Active: Enable the checkbox to make the Price Book active.
      3. Currency: Select the currency for the Price Book. 
      4. Assigned To: Select the CRM user to whom the Price Book is assigned.
    2. Description Details - Enter a description for the Price Book.
  8. Click Save.

To learn more about Quick Create, click here.

By Importing a Price Book

You can also import a Price Book using Import Price Books (from the + Add Price Book drop-down). In this process, you will be mapping fields between the file you are importing and the fields in the CRM. Field Mapping is required to ensure that the data you import is saved in the right fields in the CRM. 
Follow these steps to import a Price Book:

  1. Log in to the CRM.
  2. Click on the main Menu.
  3. Go to Inventory.
  4. Select Catalog > Price Books. The Price Books page opens.
  5. Click +Add Price Book drop-down.
  6. Select Import Price Books. The New Import window opens.
  7. Select File tab - Enter or select the following information:
    1. Title
    2. Select Module
    3. Import File Format
    4. Has Header
    5. Character Encoding
    6. Delimiter
    7. Drag & drop a file or Choose a File to import
  8. Click Next. The Field Mapping tab opens.
  9. Field Mapping Tab - You will see a list of fields available in your CSV file. Here, select the related fields in the CRM that you need to map to the fields in the CSV. 
  10. Click Next.
  11. Click Import.

To learn more about importing records to the CRM, click here

Linking Products and Services to a Price Book

You can add any number of products and services to Price Books and assign the prices manually.
Follow these steps to add products or services to the price book:

  1. Log in to the CRM.
  2. Click on the main Menu.
  3. Go to the Inventory tab.
  4. Select Catalog > Price Books. The Price Books page opens.
  5. Select and click to open a Price Book record. The Summary View of the record opens.
  6. In the Summary View, select Products or Services.
  7. Click Products if you want to link a product. The Products List View opens.
    1. By default, the screen displays products already available for the Price Book. 
    2. Click Link Products. The Products window opens.
    3. Click the checkbox to select a product.
    4. Click Add.
    5. Note: You can edit the selling price of the product by clicking the field and modifying the value. 
  8. Click Services if you want to link a service. Follow the same process for adding a service record. 

The Products tab displays the products you added.

Editing a Price Book

You can edit the following for a Price Book:

  • Price Book Name
  • Currency
  • Assigned To
  • Description Details

You can edit a Price Book in the following ways:

  • Hover over a record and click the checkbox next to the record (on the left). The Edit icon (Pencil) shows up at the top. Click the Edit icon to edit a record.
  • Hover over a record, and the Edit icon is displayed on the right. Click the Edit icon to edit a record.

Follow these steps to edit a Price Book:

  1. Log in to the CRM.
  2. Click on the main Menu.
  3. Go to Inventory.
  4. Select Catalog > Price Books. The Price Books page opens.
  5. Select the Price Book record you want to edit. The Editing Price Book page opens.
  6. Enter or select the following information - 
    1. Price Book Details section
      1. Price Book Name: Enter a name for the Price Book
      2. Active: Enable the checkbox to make the Price Book active.
      3. Currency: Select the currency for the Price Book. 
      4. Assigned To: Select the CRM user to whom the Price Book is assigned.
    2. Description Details - Enter a description for the Price Book.
  7. Click Save. 

The edited Price Book is available in the Price Book List View.

Actions Available in Price Books

Exporting a Price Book

Follow these steps to export a Price Book:
  1. Log in to the CRM.
  2. Click the Menu icon.
  3. Go to the Inventory tab.
  4. Select the Price Books module.
  5. In the List View, hover over any price book record to display the radio button on the left side.
  6. Click the radio button.
  7. Click the Export button.
  8. Select any one of the following options:
    1. Export Selected Records- This option will export only the selected record.
    2. Export data in the current page- This option will export the records on the current page.
    3. Export all data- This option will export all the data in all the pages of the price books module.
The exported record will be saved on your local system.

Printing a Price Book

Follow these steps to print a price book:
  1. Log in to the CRM.
  2. Click the Menu icon.
  3. Go to the Inventory tab.
  4. Select the Price Books module.
  5. Open any price book record.
  6. Click the More button.
  7. Click the Print button.
  8. You can perform any of the following options:
    1. Edit & Export- You can edit the price book and export it to your local system.
    2. Email with PDF- You can email the price book record as a PDF to the contact.
    3. Print- You can print the price book and keep a hard copy.
    4. Save as PDF- You can save the price book as a PDF on your local system.
Note: You can also print a record directly from the List View as well. To learn more about List View, click here.

Changing the Template of a Price Book 

You can change the template of a Price Book from the Print Price Book screen. This is a temporary change only until the Price Book is printed.
Follow these steps to change the template of a Price Book:
  1. Log in to the CRM.
  2. Click the Menu icon.
  3. Go to the Inventory tab.
  4. Select the Price Books module.
  5. Open any price book.
  6. Click the More button.
  7. Click the Print button.
  8. Select the template you want from the list of all templates.
  9. You can perform any of the following options:
    1. Edit & Export- You can edit the price book and export it to your local system.
    2. Email with PDF- You can email the price book record as a PDF to the contact.
    3. Print- You can print the price book and keep a hard copy.
    4. Save as PDF- You can save the price book as a PDF on your local system.

Editing the Selling Price

You can modify the selling price of a product or a service to suit different customer groups.
Follow these steps to edit the selling price:
  1. Log in to the CRM.
  2. Click the Menu icon.
  3. Go to the Inventory tab.
  4. Select the Price Books module.
  5. Open the Price Book record.
  6. In the Summary View, you can select either Products or Services.
  7. If you want to edit the selling price of a product, hover over the list of products and click the edit icon.
  8. Enter an amount in the Selling Price field.
  9. Click Save.
  10. Follow the same procedure to edit the selling price of Services as well.

The selling price will be updated on the product in the Price Book record.

Deleting a Price Book 

Follow these steps to delete a Price Book record:

  1. Log in to the CRM.
  2. Click the Menu icon.
  3. Go to the Inventory tab.
  4. Select Catalog > Price Books. The Price Books page opens.
  5. Click the checkbox beside the Price Book record you want to delete.
  6. Click the Delete icon that appears at the top.
  7. Click Yes, delete to delete the record.
    1. Click Cancel to cancel the deletion.

Note: 

  • Deleted records will be available in the Recycle Bin for 30 days and will be permanently deleted after that. 
  • You can retrieve a deleted record by clicking the Retrieve icon in the Recycle Bin.

Generating Related Documents

You can generate related documents, such as a Product, Service, etc., for a Price Book.

Generating a Product record

Products represent a stock of goods in your inventory. Products can be either procured from your suppliers or rendered to your customers, depending upon the nature of your organization.
Follow these steps to generate a product:

  1. Click the Menu icon.
  2. Go to the Inventory tab.
  3. Select the Price Books module.
  4. Open any price book record.
  5. Click the Do button in the Summary View.
  6. Click the Add or Create button.
  7. Select Products.
  8. Select one or more products from the list of all products.
  9. Click Add Selected.
The selected product will be added to the price book record.

Generating a Service record

Services refer to the free or paid assistance you would offer to benefit your customers. 
Follow these steps to generate a service:

  1. Click the Menu icon.
  2. Go to the Inventory tab.
  3. Select the Price Books module.
  4. Open any price book record.
  5. Click the Do button in the Summary View.
  6. Click the Add or Create button.
  7. Select Services.
  8. Select one or more services from the list of all services.
  9. Click Add Selected.

The selected service will be added to the price book record.




 

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