A restaurant buys differently from a private customer: larger quantities, regularly, at prices without VAT and often with a discount of its own. In B2B, the price list is a wine business's most important sales document. It sits in the restaurant's office and with the merchant's buyer, and it is out of date as soon as a vintage sells out or a new one arrives. This guide shows how to build prices for restaurants and the trade, and how to hand out the list so your customers always see current prices.
Setting prices for restaurants and the trade
Before there is a price list, there need to be prices behind it. In Vinosoft every article has a retail price for private customers and, if you want, its own prices per price group, for example Restaurants and Resale. Each customer belongs to one price group.
On top of that come two kinds of discount:
- Customer discount — a fixed percentage on the customer, say 5% for a long-standing restaurant.
- Quantity discounts — tiers on the article, for example 10% from 60 bottles, optionally for one price group only.
You can also store special prices per article for individual customers. Vinosoft applies these prices automatically: on the quote, the order confirmation, the invoice, and in the webshop when a business customer logs in. Nobody has to look up which price applies to whom while entering an order.
Creating the price list
A price list in Vinosoft is a selection of articles at a particular price. Under Articles → Pricelists you create it and choose:
- the price — the retail price or a price group's price, such as Restaurants
- the currency — all prices are converted, so a list in EUR for customers in Germany works too
- the price type — net or gross. Net is usual for restaurants and the trade.
- the articles that belong on the list
You set the design per price list: grouping by country, region or category, pictures, colours, sorting and a footer per language. The PDF shows vintage, size and price. Excel and CSV hold one row per article with the price as a number — handy for a merchant who takes your wines into their own system.
A tip on structure: create one list per customer group, not per customer. Restaurants 2026 and Wine trade 2026 cover most cases; individual discounts live on the customer.
Handing it out: PDF, email or link
A PDF is out of date as soon as a price changes. Vinosoft gives you three ways to hand out your list:
- Download. PDF, Excel or CSV, each with the prices of that moment.
- Send by email. Every recipient gets their own email with the list attached, optionally with a personal link to the current version. With Schedule emails the list goes out weekly or monthly on its own, for example on the first of the month to every restaurant.
- Share by link. Share creates a web address that always shows the price list with today's prices — searchable, no login, in German, French, Italian or English. You decide how long the link is valid and see how often it was opened. A link can be revoked at any time.
Create one link per customer. Then you see who actually looks at your prices, and you can withdraw one customer's access without affecting the others. Price lists with purchase prices cannot be shared.
Ordering straight from the price list
The step after the link is the order. With Allow self service, a link becomes an order form for one particular customer. They see their price on every article, including special prices and quantity discounts, choose articles and quantities, and click Request a quote or Place an order.
In Vinosoft this creates a quote or an order confirmation for that customer with status open, and you get an email. You check the document and process it like any other — delivery note, invoice, QR bill. By default a self-service link locks after one order; switch that off for regulars who reorder often.
Self-service is not a customer account with a login. If you want to offer business customers the full range behind a login, use the webshop with prices per customer group.
Checklist
- Price groups for restaurants and the trade created, customers assigned
- Prices maintained per price group, quantity discounts and customer discounts set
- One price list per customer group, with net prices and its own layout
- Distribution planned: a link per customer or a monthly email
- For regulars: self service switched on and a notification address set
As of October 2026.
