How to Set Up Price Levels and Customer-Specific Pricing in QuickBooks Desktop Enterprise

Before you start

• Per item price levels need QuickBooks Desktop Premier or Enterprise. Fixed percentage price levels are also in Pro.
• Intuit's list limits article, updated August 2026, allows 100 price levels in Pro and Premier and 750 in Enterprise. One price level can be assigned to many customers.
• Advanced Pricing comes with the Enterprise Platinum and Diamond subscriptions. Turning it on converts your price levels into price rules.
• Write down your pricing structure before you build it: list price, dealer or distributor tiers, contract prices and one-off customer prices.

Choose the right tool for each kind of price

With 150 or 200 customers, group them first. Most customers fit a shared tier or a shared contract level. Give a customer its own per item level only when its prices really differ. In Premier, the 100-level limit means 150 customers can't each have their own list. Enterprise allows 750.

Step 1: Create a fixed percentage price level

1. 1Go to Lists > Price Level List.
2. 2Select the Price Level button at the bottom, then New.
3. 3Enter a name your team will recognize, such as Dealer 15.
4. 4For the price level type, choose fixed percentage.
5. 5Set the percentage and whether it increases or decreases prices.
6. 6Select OK.

A company preference can round fixed percentage prices up to the next whole dollar if you want round numbers.

Step 2: Create a per item price level

1. 1Go to Lists > Price Level List, select Price Level, then New.
2. 2Enter a name, such as Contract Group A or the customer's name.
3. 3For the price level type, choose per item.
4. 4For each item that gets a special price, enter the custom price.
5. 5Leave out items that should stay at standard price. Customers on this level pay the item's normal price for anything you don't set.
6. 6Select OK.

Step 3: Assign price levels to customers

One customer at a time

1. 1Go to Customers > Customer Center and double-click the customer.
2. 2Open the Payment Settings tab.
3. 3Choose the level in the Price Level dropdown, then select OK.

Many customers at once

1. 1Go to Lists > Add/Edit Multiple List Entries.
2. 2In the List dropdown, choose Customers.
3. 3Select Customize Columns, add Price Level, and use Move Up to place it next to the customer name.
4. 4Edit the Price Level for each customer in the grid, then save your changes.

The same grid is the quickest way to review who is on which level, but it can't be printed or exported. For a list you can share, Intuit suggests exporting the customer list as an IIF file and opening it in Excel. In the spreadsheet, PRICE LEVEL is at the end of the row that holds the NAME heading.

Step 4: Use and override price levels on orders

• Once a customer has a level, QuickBooks fills in that price on their sales orders, invoices, estimates, sales receipts and credit memos.
• For a one-off change on a single line, pick a different level from the Rate column's dropdown. The list shows what each level would charge.
• You can still type over the price on any sales form.
• Invoices made from estimates, and reimbursable costs from purchases, don't pick up price levels. Billable time and mileage do.
• Intuit says price changes only apply to new transactions. Check open sales orders after you change prices.

Step 5 (Platinum and Diamond): Move to Advanced Pricing

Advanced Pricing replaces price levels with price rules. A rule can depend on the item, customer, class or sales rep, and can run between set dates. Enterprise allows up to 100,000 price rules.

1. 1Back up your company file first. When you turn on Advanced Pricing, QuickBooks converts each price level into a price rule.
2. 2Go to Edit > Preferences > Sales & Customers > Company Preferences.
3. 3Under Custom Pricing, select Enable Advanced Pricing.
4. 4Choose how to round: Don't round prices, one rounding for all price rules, or rounding set on each rule. Select OK.
5. 5Go to Lists > Price Rule List, select Price Rule, then New.
6. 6Name the rule, then select + to add conditions. Each condition applies to items, customers, classes or sales reps.
7. 7Enter the From date, and a To date if the rule should expire.
8. 8Set how much to change the price, as a percent or an amount, starting from the item's base price or its cost.
9. 9Select Exclusive Rule if it must never combine with other rules. Use Price Overrides for items that always get a set price. Select OK.

Quantity discounts

1. 1Go to Lists > Item List and double-click the item.
2. 2Select Qty Discount.
3. 3Enter the starting quantity in Qty From and the discount in Discount %. Add a row for each further break.
4. 4Select OK.

• QuickBooks applies a quantity break to each line on its own. Ten units split across two lines won't earn a 10-unit break.
• A billing rate wins over a price rule when both cover the same item.
• Estimates that use the markup column, and invoices made from them, ignore price rules.

Where QuickBooks Desktop leaves the work to you

• Contract and customer price lists usually start in spreadsheets or emails. Someone has to key each price into a level and keep it current.
• Customers send purchase orders with prices from their own records. Someone has to compare each line with the price in QuickBooks.
• There's no standard report of which customer is on which price level.
• Every price change means updating each level or rule that covers the item, then checking open orders.

How Logistify helps

Logistify doesn't set your prices. The Sales Order Service enters customer orders that arrive by email, PDF, WhatsApp, SMS, voicemail or paper into QuickBooks Desktop as sales orders. A person reviews the exceptions. We wrote more about price list complexity in customer-specific pricing in QuickBooks Desktop Enterprise.

If your item list starts from supplier spreadsheets, Product Catalog Cleanup turns them into clean SKUs.