Posted on 17 August 2025
Free Price List Template Download: Excel, Word, PDF & Google Sheets
- A free price list template in Excel, Word, PDF, Google Sheets and Google Docs, with no sign up required
- Covers products, services and wholesale buyers in one file, with separate sheets for retail prices, service rates and tiered bulk pricing
- Built with an effective date, a valid until date, a currency field and a tax rate field that works for VAT, GST or sales tax
Calculates prices including tax, bulk tier savings, and the margin and markup on every item automatically in Excel and Google Sheets
A price list template is a ready made document that lists a business's products or services with their unit prices, units of measure, tax treatment and the date the prices take effect, so customers, sales staff and partners all quote from the same numbers.
What Is a Price List?
Walk into any barbershop and look above the mirror. Haircut, beard trim, kids' cut, and a number next to each one.
Nobody asks how much. Nobody haggles.
That board is a price list. It answers the money question before anyone asks.
In business terms, a price list is a standing record of what you sell and what each item costs. In India it is usually called a rate list, which is why so many people search for a rate list format. Elsewhere it is a price sheet or a tariff.
Here is what a price list is not.
It is not a quote, which prices one job for one customer. It is not an invoice, which asks for payment. And it is not a catalog, which sells with photos and stories. The price list comes first. Everything else borrows its numbers.
What to Include in a Price List Template
A table with item names and prices looks finished. It is not.
The arguments start in the details you left out. Per box or per bottle? Before tax or after? This year's rate or last year's?
Here is every field a complete price list template needs:
| Field | Why It Matters |
|---|---|
| Business details | Who the prices come from |
| Price list name | Names the version everyone is quoting |
| Effective date | The day these prices start applying |
| Valid until | The day they stop applying |
| Currency | Essential once you sell across borders |
| Tax treatment and rate | Whether prices include VAT, GST or sales tax |
| Item code or SKU | Matches the order, invoice and stock record |
| Category | Lets a buyer scan the list in seconds |
| Item name and description | What separates it from the next row |
| Unit | Each, pack, hour, room. What one price actually buys |
| Unit price | The price for one unit before tax |
| Price including tax | What a consumer actually pays |
| Minimum order quantity | The smallest order you accept at that price |
| Tier prices | Lower unit prices at higher quantities |
| Terms | Payment terms, delivery charges and how to order |
If I had to pick the two fields that settle the most arguments, it would be the effective date and the unit. One answers "which price applied?" The other answers "what did that price include?" Leave either out of your price list template and the whole price list format turns into a guessing game.
What the Enerpize Price List Template Includes
I built this price list template after watching where a plain table leaves small businesses doing math by hand. Five things make ours different.
Three Sheets, One File
Picture a cleaning company. It sells bottles of cleaner, charges by the hour for home cleans, and supplies offices by the case. Three kinds of pricing. Our template gives each its own sheet: a product price list template for retail items, a service sheet for hourly or per job rates, and a wholesale price list for trade buyers. All three share one header.
Bulk Prices That Do Their Own Math
The wholesale sheet holds a minimum order quantity and three price tiers per item, and shows what each tier saves the buyer. An Order Price Check takes a code and a quantity and returns the tier, the tax and the total. You check the quote before your customer does.
Tax That Calculates Itself
Set your tax rate once, VAT at 20% or GST at 18%, and every row shows the price before and after tax. One item at a different rate? Type over that row.
A Cost Sheet Your Customers Never See
This is the part I like most.
Enter what each item costs you, and a separate Cost and Margin sheet shows the profit, margin, markup and the price you need to hit your target margin. Anything below target turns red. It sits outside the print area, so your costs never land in a customer's inbox.
A Date on Every Version
Every sheet carries an effective date and a valid until date from one Settings tab, so each saved version is dated.
The Excel price list template comes with a filled sample, and the price list template in Word, PDF and Google formats keeps the same layout for anyone who would rather print.
Price List vs Quote vs Invoice vs Catalog
Four documents, four different jobs.
| Document | Purpose | Who Gets It | Binding? |
|---|---|---|---|
| Price List | Shows your standard prices | Every customer | No, it is a reference |
| Quote | Prices one specific order | One customer | Yes, once accepted |
| Invoice | Requests payment for what was sold | One customer | Yes, payment is due |
| Catalog | Presents products with photos and details | Every customer | No |
The price list sets the numbers, the quote applies them, the invoice collects them. Our quotation template picks up where this one stops, and the invoice template finishes the job.
Price List Sample: A Filled Example
Here is a price list sample for BrightNest Cleaning Co., a fictional cleaning business in Manchester. Prices are in GBP with VAT at 20%.
Each product shows its unit price before VAT and the price including VAT, so a consumer sees £5.04 for a £4.20 bottle of cleaner and a trade buyer sees the net figure.
Now the wholesale side. A 5 L tub of All Purpose Cleaner sells to trade buyers at £15.50 from 4 tubs, £14.20 from 12 and £13.10 from 24.
An office manager orders 15 tubs. That reaches Tier 2, so the whole line is priced at £14.20: 15 × £14.20 = £213.00, plus £42.60 VAT, for £255.60. The buyer saves 8.4% on every tub.
That is a price list example doing its job. The buyer works out the total before picking up the phone.
How to Set Your Unit Price: Markup vs Margin
Is a 50% markup the same as a 50% margin?
Not even close.
Margin is profit as a share of the price. Markup is profit as a share of the cost. Take this Enerpize product record.
The earbuds sell for $59.99 and cost $32.00 on average. That leaves $27.99 of profit.
- Margin: $27.99 ÷ $59.99 = 46.7%
- Markup: $27.99 ÷ $32.00 = 87.5%
Mix them up and your whole list rests on the wrong number.
And price is the lever that matters most. In McKinsey's study "The Power of Pricing", a 1% price rise for the average S&P 1500 company, with volumes holding steady, would lift operating profit by 8%. One percent on the price. Eight on the profit.
Our cost sheet runs this on every row. For a 50% margin, the earbuds need a $64.00 price.
How to Make a Price List
Excel, Word or Google Sheets, the steps are the same. The order matters more than the tool.
Step 1: Name and Date the List
Name it, like "Price List 2026/27", and add an effective date and a valid until date. Otherwise a customer can wave a two year old copy at you.
Step 2: Choose Your Currency and Tax Treatment
Consumers expect prices including tax. Business buyers want the net figure. Show both.
Step 3: Group Items Into Categories
Categories turn a wall of rows into something a buyer scans in ten seconds.
Step 4: Give Every Item a Code and a Unit
A unique code ties the order, invoice and stock record to one item. The unit says what one price buys.
Step 5: Set Unit Prices From Your Costs
Work forward from what each item costs you, not backward from whatever feels right.
Step 6: Add Minimum Order Quantities and Tiers
Set a minimum order quantity and two or three price breaks, then check your margin at the lowest tier. That is what your biggest buyers will pay.
Step 7: Spell Out the Terms
Payment terms, delivery and how to order. A price list that does not say what to do next is a menu with no waiter.
Step 8: Save a PDF and Keep the Old Version
Send the PDF, not the editable file, and keep every version. In a dispute, you need the list the customer actually received.
On tools: a price list format in Excel should keep tax and totals as formulas. A price list format in Word should use a table and go out as a PDF, so the layout never shifts.
How Enerpize Handles Price Lists
What happens to a spreadsheet price list the day one price changes? You update the file, then the PDF, then hope sales stops using the old one.
Enerpize is a cloud-based, all-in-one ERP platform for small and medium-sized businesses, combining accounting, inventory, HR, sales, and CRM in a single system. Here is how it handles pricing.
One List, Cloned for Every Channel
Price lists live in the Enerpize inventory module. Add items or import them from a spreadsheet, then clone the list for a wholesale or regional version instead of rebuilding it. Export it or download a PDF. When prices change, mark the old list inactive instead of deleting it, and the activity log keeps the history.
Prices That Flow Into Quotes and Invoices
With Enerpize's invoicing and billing software, item prices carry into estimates and invoices, and an accepted estimate becomes an invoice in one click. Need to bill one customer today? The free invoice maker takes a couple of minutes. Our guide to invoicing covers the full cycle.
Cost and Margin From Real Product Records
Every product record keeps its selling price next to its average unit cost, SKU, tax rate and stock per warehouse, like the earbuds record above. Your margin math runs on live numbers.
Price List Rules by Country
A price list is not a tax document. But in the four countries where this page is read most, how you display prices still comes with rules.
United States
The US rule that matters most is about honesty. The FTC's Guides Against Deceptive Pricing (16 CFR Part 233) say a struck through "was" price must be one you openly and actively offered, in good faith, for a reasonably substantial period.
On tax, 45 states and Washington, D.C. charge a statewide sales tax, with local rates on top, so US price lists usually show prices before tax.
What to add: a note that prices exclude sales tax, real dates behind any comparison price, and the same wholesale tiers for competing buyers, since the Robinson-Patman Act restricts price discrimination between them.
India
A rate list printed before September 2025 may now be wrong. Since 22 September 2025, GST 2.0 has moved most goods and services onto two main slabs, 5% and 18%, with 40% for a short list of luxury and sin goods. CBIC's GST rates page is the official place to confirm each item's rate.
For packaged goods sold to consumers, the Legal Metrology (Packaged Commodities) Rules, 2011 require the maximum retail price to be shown inclusive of all taxes.
What to add: your GSTIN, the GST rate on each line, and a note saying whether prices exclude GST. Business buyers usually assume they do.
United Kingdom
Under the Price Marking Order 2004, prices shown to consumers must include VAT and any other compulsory charges. Trade only lists can quote prices excluding VAT, if that is clear. Business Companion's guide to price information sets out the detail.
Since April 2025, the Digital Markets, Competition and Consumers Act 2024 also requires the total price, including charges a consumer cannot avoid, to be clear up front. Standard VAT is 20%.
What to add: VAT inclusive prices for consumers, VAT exclusive prices for trade, and your VAT number if registered. Selling to both? Show both columns.
Philippines
Article 81 of the Consumer Act (Republic Act No. 7394) requires price tags or markings on consumer products sold at retail, and the Department of Trade and Industry is clear that you cannot charge more than the price shown.
VAT is 12% for registered businesses. A clear VAT note on the list stops a common quote dispute: a buyer expecting the net price and finding 12% added later.
What to add: "VAT inclusive" or "VAT exclusive" in the header, PHP as the currency, and validity dates.
Price Lists by Industry
The layout works everywhere. What changes is what the buyer needs to know.
Salons and Spas
Prices by service, hair length and stylist level, plus treatment times. Salons running bookings and stylists together use Enerpize's salon management software.
Cleaning Services
Rates per hour, room or job. "Deep clean" means something different to every customer until your list defines it. Here is how Enerpize works for cleaning businesses.
Auto Repair and Car Detailing
Labor, fixed price services and parts on separate lines. See Enerpize's auto repair shop software.
Retail Stores
A product price list template with a code on every row keeps shelf prices and stock in sync. Shops use Enerpize's retail store software.
Wholesale and Distribution
Minimum order quantities, case sizes and tier breaks are the whole point. If all your buyers are businesses, our wholesale price list template goes deeper on trade terms.
Key Takeaways
- A price list sets standard prices. Quotes apply them, invoices collect them.
- The effective date and the unit prevent more disputes than any other fields.
- Margin and markup are different. $27.99 of profit on a $59.99 sale is a 46.7% margin but an 87.5% markup.
- Check your margin at the lowest bulk tier before you publish it.
- UK consumer prices must include VAT, India's GST 2.0 runs on 5% and 18% slabs, US lists usually exclude sales tax, and Philippine lists should say whether 12% VAT is included.
- Save every version as a PDF. The old list is your proof in a dispute.
FAQs
How do you write a price list?
Add your details and dates, give each item a code, unit and unit price, state the tax treatment, and add your terms. That simple price list format fits almost any business.
Can you give me an example of a price list?
Yes. The price list sample above is a full price list example: a cleaning business pricing supplies before and after 20% VAT, plus tiers where 15 tubs cost £14.20 each.
How do I make a list of prices in Excel?
Create columns for code, item, unit, unit price, tax rate and price including tax, with a formula for the tax. Or use our excel price list template, which has the formulas built in.
How can I create a free price list?
Download our free price list template, replace the sample details, and save it as a PDF. Price sheet template or rate list, the steps are the same.
What should a price list include?
Business details, dates, currency, tax treatment, and a code, name, unit and unit price for each item. Wholesale lists add minimum order quantities and tiers.
What is a rate list format?
It is the Indian name for a price list format, with each item's rate and, for GST registered businesses, its GST rate.
What is the difference between a price list and a quotation?
A price list shows standard prices to everyone. A quotation prices one order for one customer and binds once accepted.
Should a price list include tax?
UK consumer prices must include VAT, US lists usually exclude sales tax, and business buyers want prices before tax. If in doubt, show both.
How often should I update my price list?
Review your price list every quarter and update it when costs change, with a fresh effective date each time.
What is the difference between markup and margin?
Margin divides profit by the price. Markup divides it by the cost. A $32.00 item sold at $59.99 has a 46.7% margin and an 87.5% markup.
About the Author
Omar El Bahr is a Senior Digital Growth Specialist at Enerpize, where he leads SEO, content strategy, and organic growth across international markets. He is a Forbes Communications Council contributor and has written for Entrepreneur on business communication and digital strategy.
Disclaimer
This page and template are general information, not tax, legal or accounting advice. Tax rates and price display rules change and vary by country, so check the rules for your business before you publish a price list.
