How to Build a Price List in ClickUp
ClickUp helps you turn scattered prices and products into a structured, accurate price list that your whole team can use in real time. This how-to guide walks you step-by-step through setting up a complete price list system based on the workflows outlined in the original price list template article.
Follow along to organize your items, track costs and margins, and share polished price lists with sales, finance, and operations.
Step 1: Plan Your Price List Structure in ClickUp
Before building anything, outline how you want to manage pricing inside ClickUp. A little planning makes every next step easier.
Decide What Belongs in Your Price List
Start by listing everything that needs a defined price:
- Products or SKUs
- Service packages
- Hourly or per-unit rates
- Optional add-ons or upgrades
- Discounts, promotions, or bundles
Group these into logical categories so you can mirror them in ClickUp later.
Choose a Workspace Location in ClickUp
Pick where this price list will live so everyone can find it quickly:
- Create a dedicated Space like Pricing & Catalog
- Or add a Folder under an existing Space such as Sales or Operations
Inside that Space or Folder, you will create a new List to store all pricing records.
Step 2: Create a Price List Using ClickUp List View
A List view in ClickUp works like a flexible spreadsheet where each task becomes one price list item.
Set Up the Core Price List Fields
Create a new List and add Custom Fields to capture the details you need. Common fields drawn from the price list template include:
- Item Name: Clear product or service label
- Category: Product line, service type, or department
- SKU / ID: Internal reference or catalog number
- Base Cost: What it costs your business
- Markup %: Percentage added on top of cost
- List Price: The price before discounts
- Discount %: Standard discount level if applicable
- Net Price: Selling price after discount
- Currency: If you work across multiple regions
- Status: Active, Draft, or Retired item
Use number fields for monetary values and percentages so you can filter and sort them easily in ClickUp.
Use Formulas to Automate Price Calculations
The original price list template shows how formula fields save time and reduce manual errors. Recreate that logic in your List:
- List Price = Base Cost × (1 + Markup %)
- Net Price = List Price × (1 − Discount %)
- Margin = Net Price − Base Cost
In ClickUp, set these up using Formula fields so prices automatically update when costs, markups, or discounts change.
Step 3: Import Existing Price Data into ClickUp
If you already have a spreadsheet, you can quickly bring it into ClickUp instead of retyping every item.
- Export your current price list to CSV or Excel.
- Open your new pricing List in ClickUp.
- Use the import feature to upload the file.
- Map each column to the correct Custom Field.
- Confirm that numeric values and IDs imported correctly.
Once imported, all pricing data is now managed directly in ClickUp instead of static spreadsheets.
Step 4: Organize Price List Views in ClickUp
Different teams need different slices of pricing information. ClickUp views let you present the same price list in multiple layouts without duplicating work.
Create a Master Price List View
Set up a primary List view as your single source of truth:
- Show all key Custom Fields: cost, markup, list and net price, status
- Group by Category or Status
- Filter out retired items so day-to-day users see only active entries
This view acts as the master catalog for pricing and product teams.
Build Sales-Friendly ClickUp Views
Sales teams generally need simple, client-ready information. Create dedicated views for them:
- Table View showing only Item Name, Category, Net Price, and Currency
- Filtered Views by region or market segment
- Saved filters for quick access to common product groups
You can also color-code statuses or categories in ClickUp so sales reps quickly understand what they can sell today.
Step 5: Use ClickUp Docs to Share Price Lists
Sometimes you need a polished, shareable price sheet instead of a working database. That is where ClickUp Docs shine.
Create a Doc-Based Price Sheet
Inside the same Folder or Space, create a new Doc:
- Insert a table and add key columns like Item, Description, and Net Price.
- Use copy-paste from your List view to populate the table.
- Apply headings and formatting for a client-facing layout.
- Add notes or fine print about terms, taxes, or special conditions.
Because Docs live inside ClickUp, you keep your final price sheets close to the data source while controlling how they appear to clients.
Link Docs and Lists Together
To avoid confusion, create a clear connection between Docs and the live price list:
- Link the Doc to your pricing List using the Relationships feature
- Add a hyperlink in the Doc back to the List view
- Pin the Doc in the List sidebar for quick access
This way, anyone opening the polished price sheet can instantly find and verify the underlying numbers in ClickUp.
Step 6: Automate Price List Updates in ClickUp
Automations help keep your price list consistent and reduce manual admin work.
Set Up Status and Review Workflows
Use ClickUp Automations to streamline approvals and changes:
- When a new item is created, set Status = Draft and notify a manager
- When Status changes to Approved, lock or restrict certain fields
- When costs change significantly, assign a task to review pricing
This mirrors approval flows described in the price list template while adapting them to your own process.
Use Recurring Tasks for Periodic Price Reviews
For industries with frequent cost changes, schedule recurring review tasks:
- Monthly or quarterly checks for top-selling items
- Annual review of the full catalog
- Regular updates tied to vendor price changes
Those tasks can link directly to the price list List so reviewers have immediate context in ClickUp.
Step 7: Collaborate on Pricing Inside ClickUp
ClickUp makes your price list collaborative instead of static, so sales, finance, and leadership can work together on one source of truth.
Use Comments and Assignments for Changes
Whenever a price needs review, use in-task comments:
- Mention finance for cost updates
- Mention sales leadership for strategic discounts
- Attach supporting documents like vendor quotes or contracts
Assign comments with due dates so decisions happen on time and stay documented.
Control Access with Permissions
Not everyone should be able to change prices. In ClickUp, set permissions so that:
- Pricing owners can edit all fields
- Sales teams can view but not modify core prices
- Stakeholders outside the team get read-only sharing links
This maintains control while still exposing the information people need.
Step 8: Keep Learning from the ClickUp Price List Template
To go deeper, study the original price list template and examples on the ClickUp blog. They provide ready-made fields, sample structures, and real-world use cases you can adapt to your own workspace.
Review the full breakdown and screenshots here: ClickUp price list template guide. Use it as a visual reference while you configure your List, Docs, and automations.
Expand Your System Beyond ClickUp
Once your price list is stable inside ClickUp, you can connect it to other tools and strategies. For broader consulting on workflows, documentation, or SEO around your pricing content, you can explore expert resources like Consultevo to extend your setup.
By following these steps, you transform pricing from scattered spreadsheets into a centralized, automated, and collaborative system powered by ClickUp. Your teams work from the same accurate numbers, your approvals stay traceable, and your business can update prices quickly as markets change.
Need Help With ClickUp?
If you want expert help building, automating, or scaling your ClickUp workspace, work with ConsultEvo — trusted ClickUp Solution Partners.
“`
