To set different prices per customer in Holded, create rates in Inventory, give each product a price under each rate, and set a default rate on each contact's record. You need to activate the paid Inventory gem in the Holded Store. That way distributors, wholesalers and end customers each get their own price, with no parallel Excel sheets.
What is a rate in Holded, and what is it for if you export?
A rate (called a «tarifa» in the Spanish interface) is an additional price you add to a product, on top of its main price. For an exporting company it is a way to keep your pricing policy in one place instead of maintaining a price file per customer. Each rate has a name and an optional description, and it can be edited or deleted later.
The most common groupings in export are:
- By customer type: distributor, wholesaler, end customer or key account.
- By channel: direct sales, B2B portal, marketplace or trade fairs.
- By country or market: when the distributor's margin or the cost of reaching the market changes the list price.
- By commercial terms: one rate for volume orders and another for trial orders.
How do you create a rate and assign prices?
This is the process described in Holded's help centre (menu names may differ slightly depending on the interface language):
- Activate the Inventory gem in the Holded Store: it unlocks rates, along with categories and variant groups.
- Create the rate in Inventory > Control panel > product properties > price list > «New rate». Give it a name and, optionally, a description.
- Assign prices to each product: in Inventory > Products, edit the product and tick its rates in the «Rates» section. The rates must already exist. For each one you enter the subtotal (price before tax) and the taxes, with one option per group (VAT, withholding, equivalence surcharge). The total is calculated automatically.
- Choose the contact's default rate: on the contact's record, Preferences tab, rates drop-down. You can also do it when creating the contact.
VAT treatment on sales to customers outside Spain depends on each case: check it with your tax adviser before setting the taxes on each rate.
Example: a manufacturer with three channels
Imagine a manufacturer that sells to a distributor in France, to wholesalers in Spain and directly to end customers. They would create three rates: «Distributor», «Wholesaler» and «Direct». Each product would have three prices, and each contact would carry its default rate. When someone on the team prepares a quote, they don't have to remember which price applies: the customer's record decides.
This is an illustrative example with no figures: real prices and margins depend on your cost build-up and your agreements with each distributor.
How do you update the prices of many products at once?
Holded lets you do it with Excel: under Import > Inventory > Update rates you download a sample XLSX file. Keep the identifier, SKU and name columns unchanged; you can edit the subtotal and tax columns. Then you upload the file. Try it first with a few products to check that the prices load where you expect.
How do rates connect with the B2B catalogue?
Holded's B2B catalogue is a portal where your customers see products with their prices and place orders without emailing you. Orders arrive in your account as sales orders, ready to be turned into invoices. You need to activate the Catalogue B2B gem (with a 14-day trial) and the Inventory gem.
- One catalogue per customer type: a product can sit in several catalogues, but each contact can access only one.
- Access: you email the portal link from the contact's record, or share the public link; you can protect access with a password.
- General settings: show or hide prices, convert prices to the customer's currency at the current exchange rate, assign a sales channel to orders and choose which warehouse shows stock.
The Holded documentation we reviewed does not detail how a contact's rate relates to the prices they see in the catalogue, nor the portal's languages. That is why, before opening a catalogue to real customers, we test it with a test contact and check the price, currency and resulting order.
Which mistakes come up again and again when setting up rates?
- Creating too many rates: if every customer has their own, you are back to Excel chaos. Group by customer type or channel.
- Forgetting the default rate on the contact: the document will come out at the main price.
- Setting the wrong taxes on each rate for sales outside Spain.
- Launching the catalogue untested, without viewing it as the customer.
- Changing prices without warning distributors who already have an offer under way.
How Vycte helps you
We are a Holded Solution Partner Gold: we configure rates, multi-rate and multilingual B2B catalogues and integrations with your website or CRM. A Holded implementation takes from 1 week to several months depending on complexity and data history. To see how it fits your company, look at our Holded implementation, the Holded guide for exporting companies, the Holded integrations or contact us.
Official sources: Holded help on rates and Holded help on the B2B catalogue.
Frequently asked questions
Do I need anything special to use rates in Holded? Yes: according to Holded's help centre you must activate the paid Inventory gem in the Holded Store.
Can I assign a rate to each customer? On the contact's record you choose a default rate from a drop-down, either when creating the contact or later. It is best to assign rates by customer type, not one per customer.
Can I update rate prices from Excel? Yes, with the Inventory import «Update rates», which starts from a sample XLSX file. Try it first with a few products.
