Pricing Policy: Price List or Type-It-In
This page helps you make one important decision: do your reps sell at fixed catalog prices, or do they type a price at each outlet?
The decision lives in a single switch — Maintain Price List — on the Brand & Policies screen (Settings → System & Brand → Brand & Policies). It changes what your reps see every time they take an order, so it's worth choosing deliberately.
The two ways to price
flowchart TD
A[Maintain Price List] --> B{On or off?}
B -->|ON, the default| C[Catalog prices prefill each line]
C --> D[Rep can override a line if needed]
B -->|OFF| E[No price shown]
E --> F[Rep types a price on every line]
- Maintain Price List is ON (the default). When a rep adds a product to an order, your catalog's standard price for that product fills in automatically. The rep can override it on a line if they need to, but they don't have to type anything to get a price.
- Maintain Price List is OFF. No price is shown when a rep adds a product. The rep types the price for every line, every time.
What reps see each way
With it ON — the rep taps a product, and its price is already there. They confirm the order and move on. If a particular outlet has agreed a different price, the rep can change that one line. Fast and consistent.
With it OFF — the rep taps a product, and the price field is empty (the app shows it as something to fill in). The rep must enter a price before that line counts toward the order total. Nothing is prefilled.
📷 [SHOT: getting-started-1] — mobile — Order line with a prefilled catalog price (Maintain Price List ON) — caption: "With the price list on, prices prefill — reps can override."
📷 [SHOT: getting-started-2] — mobile — Order line with an empty price field reps must fill (Maintain Price List OFF) — caption: "With the price list off, reps type a price on every line."
How to choose
Choose based on how your organization actually sells:
- Keep it ON if you sell at standard, published prices. Your catalog holds the prices, reps see them, and orders stay consistent across your whole team. This is the default and the right choice for most fixed-price businesses.
- Turn it OFF if your reps negotiate a price at each outlet, or if prices vary so much that a standard list wouldn't be accurate. Reps type the agreed price on every line.
Note: If this switch has never been set, Field Pro treats it as ON. So if you want reps to type prices, you must turn it OFF explicitly — leaving it untouched gives you the price-list behavior.
Best practice: For organizations that negotiate a price per outlet, turn Maintain Price List OFF and skip loading standard prices into your catalog. Reps will type the real agreed price every time, which keeps your order records honest rather than papering over negotiation with a list price nobody actually charged.
Warning: Switching this after reps are live changes their ordering screen mid-stream. If you change it, tell your reps first so an empty price field (or a newly prefilled one) doesn't surprise them.