A clear price list helps staff and customers understand current pricing without searching through messages or old documents. These two free Excel-compatible templates provide separate layouts for products and services, with fields for codes, descriptions, units, standard prices, discounts, taxes, and validity dates.
The product template includes SKU, category, cost, selling price, and effective date. The service version focuses on service code, description, unit, standard and discounted price, tax, and validity. Both can be expanded for larger catalogs.
What Is a Price List Template?
A price list is a structured record of products or services and the amounts charged for them. Businesses may maintain internal price lists for quoting and sales operations or customer-facing versions for distribution.
A well-designed price list template turns an informal process into a repeatable record. Instead of recreating headings every time, users can concentrate on the information that matters and complete the document in a consistent order.
Why Use a Ready-Made Price List Template?
Centralizing prices reduces the risk of staff using outdated figures. It also makes it easier to review margins, identify when pricing changed, and produce quotations or invoices from an approved source.
Consistency also makes review easier. When dates, owners, amounts, decisions, descriptions, or approvals always appear in predictable locations, another person can understand the document more quickly and compare it with earlier records.
What These Templates Include
- product or service code
- name and description
- category
- unit of sale or service
- cost price where needed
- standard selling price
- discount or promotional price
- tax field
- effective or validity date
- notes
Add currency, minimum quantity, customer tier, wholesale price, margin, package size, or location-specific pricing if your business requires them.
Download the Free Price List Templates
Both files are hosted on this website and are editable. The preview for each template appears immediately above its download button so you can choose the layout that best fits your purpose.
1. Product Price List Template
Use this spreadsheet for SKUs, product names, categories, units, cost prices, selling prices, tax, effective dates, and notes.
2. Service Price List Template
Use this version for service codes, descriptions, billing units, standard prices, discounted prices, tax, and validity.
How to Use the Templates Effectively
Enter one consistent item or service per row. Define the unit clearly, because a price has little meaning without knowing whether it applies per item, hour, visit, package, kilogram, or another unit. Record the effective date when prices change and archive older versions rather than silently overwriting history.
Save a clean master version before entering live information. Create a new working copy for each reporting period, employee, incident, price schedule, customer, or transaction as appropriate. Complete identifiers and dates first, then work through the operational details. This reduces the chance that a finished document cannot later be linked to the correct event or period.
Review the completed file before it is approved, distributed, or archived. Check names, dates, amounts, references, totals, owners, and status values. If another person needs to act on the document, make the next step explicit rather than assuming they will infer it from the notes.
Best Practices for Reliable Records
Separate internal cost fields from customer-facing copies if customers do not need to see them. Use consistent product codes and category names. Where prices differ by customer type, region, quantity, or contract, document the rule rather than keeping unexplained duplicate rows.
Use consistent terminology. A document becomes difficult to filter or compare when the same status is written several different ways. Keep descriptions factual and concise, especially for incident, HR, finance, or business records that may later be reviewed by someone who was not involved when the document was prepared.
Protect sensitive information. Completed records may contain employee details, payment information, customer data, or other confidential material. Collect only what is needed, store files appropriately, and limit access to authorized people. A template helps organize information but does not replace an organization’s privacy, accounting, legal, or record-retention procedures.
How to Customize the Files
After opening in Excel, add formulas for margin, discount percentage, tax-inclusive price, or total package cost. You can also create separate worksheets for retail, wholesale, or service categories and use filters for faster lookup.
Spreadsheet files can be opened in Excel and saved as XLSX if you want formulas, tables, conditional formatting, or multiple worksheets. Word-compatible RTF files can be branded with your logo and reformatted with additional instructions, tables, or signature areas. Remove sample entries before putting a customized master into use.
Common Mistakes to Avoid
Avoid publishing a price list without a validity or effective date when prices change regularly. Do not mix tax-inclusive and tax-exclusive prices without labeling them. Check currency and decimal formatting before distribution.
Another common problem is adding too many fields. Every field should serve a real purpose. If users repeatedly leave a section blank because it has no relevance, remove or redesign it. Conversely, if the same missing information repeatedly requires follow-up, make that field clearer and easier to complete.
Who Can Use These Templates?
Retailers, wholesalers, service businesses, freelancers, contractors, repair shops, salons, consultants, and other businesses can adapt these price-list files.
Approved prices can later be used to prepare quotations, invoices, proposals, and sales materials consistently.
Practical tip: Keep an archived copy whenever a new price list becomes effective. Staff can then confirm which price applied on an earlier quotation or transaction instead of relying on memory. Version names and effective dates are particularly useful when customers receive different lists at different times.
Frequently Asked Questions
Can I include both cost and selling price?
Yes for an internal list. Remove cost data from customer-facing versions if it is confidential.
Can I add discounts?
Yes. The service template already includes a discount price, and you can add percentage formulas in Excel.
Should taxes be included in the displayed price?
That depends on your pricing practice and local requirements. Label clearly whether amounts include or exclude tax.
Can I use different currencies?
Yes, but identify the currency clearly and avoid mixing currencies in one list without a dedicated field.
How often should a price list be updated?
Update it whenever approved pricing changes and use version or effective-date control so older prices are not used accidentally.
