Wholesale
Sending Price Lists to Resellers & Distributors: Do It Right
Your price list is a sales document. To a reseller deciding whether to stock you, it's often the first real impression they get of your business. A clean, branded, current list wins orders; a messy screenshot of a spreadsheet quietly loses them. Here's how to get it right.
Send a PDF, not a screenshot
The most common mistake is the format. A WhatsApp photo of a spreadsheet, a raw Excel file, a list typed into the chat — all of them make a buyer work harder and trust you less. A PDF renders identically on every phone and laptop, can't be fiddled with, and looks like something a real supplier sends. It's the default for a reason.
Keep an Excel version on hand for the buyer who explicitly wants to import your prices into their own system — but lead with the PDF. YellowPOS exports both from the Products page, so you're never stuck with only the wrong one.
Put your name on it
A price list with no letterhead is forgettable and, worse, unverifiable — a buyer can't tell at a glance who it's from or how to reach you. Your list should carry your logo, business name, phone, email, address, and tax (MOF) number. That header does two jobs: it looks professional, and it puts your contact details right next to the prices, so ordering is one message away.
A generated list handles this for you. The YellowPOS wholesale PDF uses the same branded header as your invoices, so every document you send a buyer looks like it came from the same company — because it did.
Don't leak your retail prices
This one costs real money. If you send a reseller a list that shows both wholesale and retail prices, you've just handed them your margin structure and invited a negotiation you didn't need. Worse, if you send your entire catalog export, you may be showing prices for products you never intended to sell wholesale at all.
A wholesale list should show one price — the wholesale one — and only the products you actually offer in bulk. In YellowPOS that's automatic: only products with a wholesale price set appear, and the list shows just name, category, and that wholesale figure. Your cost, margin, and retail prices stay yours.
State the currency and the date
In a dual-currency market, a number with no currency is a trap. Every price list should say plainly whether it's in USD or LBP, and carry a date so both sides know how fresh it is. A short line noting that prices are subject to change protects you when the market moves. These are small details, but their absence is exactly what makes a list feel amateur.
The one that never goes stale
Everything above is easy to get right once — and then hard to keep right, because prices change. The fix isn't discipline, it's not storing the list at all. Generate it from your live prices each time you need it, and there's no old version to send by mistake. Update a wholesale price when a cost moves, and your next export is already correct.
That's the whole idea behind the YellowPOS wholesale price list: it's built from your product data on the spot, not saved as a file that rots. Set your prices, and sending a current, branded, correctly-scoped list becomes a two-click habit. The setup is in the Wholesale Price List guide, and the how-to walk-through is in how to make a wholesale price list.
Frequently asked questions
What format should I send a wholesale price list in?
Send a PDF. It looks the same on every device, can't be accidentally edited by the buyer, and reads as an official document. Offer an Excel version only if a buyer specifically wants to import your prices into their own system. YellowPOS exports both from the Products page.
Should I send the same price list to every reseller?
You can, and most small wholesalers do. If you need different lists for different buyers — for example one category only — pick those categories when you export, and the price list is limited to them. For genuinely different price tiers per customer, handle that at the POS or in the order rather than in the shared list.
How do I stop resellers from seeing my retail prices?
Use a purpose-built wholesale export rather than sharing your whole catalog. In YellowPOS the wholesale price list includes only products that have a wholesale price and shows only the wholesale figure — your retail prices, cost, and margin never appear on it.
How do I keep a price list from going out of date?
Don't store it. Generate it fresh each time from your live prices. A saved PDF on your desktop is out of date the moment a cost changes; an export built from your current product data is correct every time you download it.
Make the next list your best one
You don't win a reseller with a price list, but you can lose one. Get the format, the branding, the scope, and the freshness right, and your prices land as a document a buyer takes seriously. Set your wholesale prices once and let the list generate itself — every plan includes a 1-month free trial to try it.