Title here
Summary here
Setting Up Price Lists
What you’ll learn
After reading this guide, you’ll be able to:
- Create price lists to handle different pricing scenarios (like dine-in vs takeaway, member vs non-member)
- Set up flexible pricing so the same product can have different prices in different situations
- Manage and edit your price lists as your business needs change
What you’ll need
Before you start, make sure you have:
- Access to the HQ (Head Office system)
- Manager or admin permissions
- A clear idea of your pricing scenarios (e.g., standard pricing, member discounts, takeaway pricing)
Understanding price lists
Price lists are different pricing levels you can apply to products - they let you charge different amounts for the same product depending on the situation.
📖 What this means: Instead of creating separate products for every pricing scenario, you create one product and add multiple price lists to it. The till automatically charges the right price based on which price list is active.
When to use price lists
| Scenario | Price list setup | Example |
|---|---|---|
| Different prices for dine-in vs takeaway | Create “Dine-in” and “Takeaway” price lists | A burger costs $18 for dine-in, $16 for takeaway |
| Member discounts or loyalty pricing | Create “Standard” and “Member” price lists | Members get 10% off all drinks |
| Different pricing by location or venue | Create a price list for each venue | Airport venue charges $5 for coffee, city venue charges $4.50 |
| Happy hour or time-based pricing | Create “Standard” and “Happy Hour” price lists | Beer is $8 normally, $6 during happy hour |
| Wholesale vs retail pricing | Create “Retail” and “Wholesale” price lists | Products sold at different prices to trade customers |
💡 Example: Restaurant with attached bottle shop
The Riverside Bistro has a restaurant, bar, and bottle shop. They set up two price lists:
Price List 1: “Dine-in”
- For customers eating and drinking at the venue
- Includes service, glassware, and atmosphere
Price List 2: “Takeaway”
- For bottle shop sales to take home
- Lower prices because there’s no table service
A bottle of wine has both price lists:
- Dine-in: $45 (includes service)
- Takeaway: $35 (bottle shop price)
A glass of that wine only has the “Dine-in” price list:
- Dine-in: $12
- Takeaway: Not available (automatically uses dine-in price if someone tries)
How price lists work with products
- You can create unlimited price lists
- Each product can have any price lists you choose - you don’t need to add every price list to every product
- If a product doesn’t have a specific price list, the system will default to another price list when needed
⚠️ Important: You need to create your price lists first, then assign them to individual products when you set up or edit those products.
How to create a price list
Step 1: Open the price lists screen
- Go to the Products section in the navigation bar
- Click Price Lists
You’ll see your existing price lists (if you have any).
Step 2: Create a new price list
- Click the + button at the end of the list
- Enter a Name for your price list (e.g., “Takeaway”, “Member Pricing”, “Happy Hour”)
- Enter a Number for your price list (this is used for internal organization)
- Click Save
✅ Best practice: Use clear, descriptive names that your team will understand at the till. “Takeaway” is clearer than “Price Level 2”.
✅ Best practice: Number your price lists logically - for example, use 1 for your standard pricing, 2 for members, 3 for special promotions. This makes them easier to manage.
Step 3: Assign the price list to products
Now that your price list exists, you need to add it to products:
- Go to the Products page
- Open the product you want to add this price list to
- In the Pricing section, click the + button
- Enter the price for this price list
- Select your new price list from the dropdown
- Click Save
💡 Tip: You can add the same price list to multiple products at once by opening several products in separate tabs and adding the price list to each one.
How to edit a price list
🚨 Heads up: Once a price list has been assigned to products and has prices in it, you cannot change the price list number. You can only change the name.
To edit a price list:
- Go to Products → Price Lists
- Click the options button (3 vertical dots) on the price list you want to edit
- Select Edit
- Update the name (and number if it’s a new price list with no prices yet)
- Click Save
⚠️ Important: Changing a price list name will update it everywhere it’s used - on all products and at all tills. Make sure your team knows about the change.
Common questions
Q: How many price lists can I create?
You can create unlimited price lists. However, most businesses work well with 2-4 price lists. Too many price lists can make product setup and staff training more complex.
Q: Can I assign different price lists to different tills?
Yes. You configure which price list each till uses in your till settings. This means one till can use “Dine-in” pricing while another uses “Takeaway” pricing.
Q: What happens if a product doesn’t have the price list that’s active at the till?
The system will automatically fall back to another available price list on that product. For example, if a till is set to “Takeaway” but a product only has “Dine-in” pricing, it will use the “Dine-in” price.
Q: Can I delete a price list?
You can delete price lists that aren’t being used. If a price list is already assigned to products, you’ll need to remove it from all products first before deleting it.
Q: Do I need to set up price lists before creating products?
Yes, it’s best to set up your price lists first. That way, when you create products, the price lists are ready to use. However, you can always add new price lists later and assign them to existing products.
Next steps
Now that your price lists are set up, you’re ready to:
- Assign price lists to your products when creating or editing them
- Configure which price list each till uses in your till settings
- Train your team on when to use each price list (if they can switch between them)