Custom Client Pricing With Price Lists

Your catalog sets the prices everyone sees. A price list changes them for one brokerage or one agent: 10% off everything for a busy office, a custom rate on your core photo service, or a headshot session only that brokerage can book. You set it up once, attach it to a company or a client, and Spatiko applies it to every new order for them. There’s nothing for the agent to type in.

Price lists are available on every plan. See how brokerage pricing fits with companies and client records.

What a price list is

Think of a price list as one deal. It can hold:

• A discount on everything. A percentage or a fixed amount off every item that doesn’t have its own price on the list.
• Custom prices. An exact price for a specific service or package, such as HDR Photography at $160 instead of $180.
• Hidden items. Services or packages that clients on this list shouldn’t see. Everyone else still sees them.
• Private items. Services or packages you’ve marked private, which only clients on a list that includes them can see and book.

A custom price replaces the discount for that item. The two never stack, so a custom price is exactly what the client pays. The discount can only lower prices, while a custom price is whatever amount you enter.

Creating a price list

Go to Settings → Services & Forms → Price Lists and click New price list. Give the deal a name you’d use in conversation, like “Hartwell Preferred”, and add an optional description. Each name can only be used once. When you click Create price list, the editor opens so you can set the prices.

Use the Active / Archived / All filter to find older deals. The row menu has Edit, Duplicate, Archive, and Delete.

Setting the prices

The editor has a Details card, an Assigned to card, and an Item prices table.

Discount on everything

Tick Discount on everything and choose Percentage or Fixed amount. It applies to every item that doesn’t have a custom price on the list. A fixed amount comes off each item’s price, not the order total. A preview shows the result on one of your services, so you can check the numbers before you save. Click Save changes to apply changes in the Details card.

A price never drops below zero. If you set 100% off, Spatiko warns you that every item without a custom price becomes free for anyone on the list.

For a service priced per square foot, a percentage discount lowers both the rate and the minimum price. A fixed amount comes off the final price, and the service details on your booking form show that amount as Your discount.

Custom prices

The Item prices table lists your packages and services with two prices side by side. Standard price is your catalog price and On this list is what clients on the list pay. A small label says where each price comes from: Custom, the discount (such as −10%), or Standard.

For a flat-priced item, type the new price straight into the On this list cell. For anything else, open the row menu and choose Set a custom price. Changes in this table save as you go.

The custom price keeps the catalog item’s structure. For an item priced by size, you get one Your price box for each of your size bands. The bands themselves come from the catalog. For an item priced per square foot, you set a rate and a minimum price. For variations, you set a price for each option.

If you later change a catalog item’s pricing model, number of tiers, or size bands, its old custom price no longer fits. Spatiko stops using it and the list’s discount applies to that item instead, until you set a new custom price. To remove a custom price, choose Use standard price from the row menu.

Hiding items and including private ones

The Visibility switch in each row controls whether clients on this list see the item:

• For a normal item, it reads Shown or Hidden. Hiding an item only affects clients on this list, and it also clears any custom price the item had.
• For a private item, it reads Included or Not included. Private items start as not included. Turn the switch on to let this list’s clients book the item.

Use the Custom prices, Hidden, and Private filters above the table to check what a list changes.

Private services and packages

A private service or package is one you only offer through price lists, like headshots for one brokerage’s agents or a builder package for a developer. To make one, turn on Private item in the service or package editor, or choose Make private from its row menu in the catalog. Private items show a PRIVATE badge in your catalog.

A private item only reaches a client when two things are true:

1. It’s ticked on the order form they’re booking on.
2. It’s included on their price list.

Ticking a private item on a form isn’t enough on its own. The form editor reminds you that private items only reach clients on a price list that includes them. Nobody else sees the item on your booking pages.

Assigning a price list

You can assign a list from either side:

• From the list. In the Assigned to card, click Assign and choose Company… or Client….
• From the record. On a client’s or company’s Billing tab, the Pricing section shows what they pay today. Click Set custom pricing, or use the ⋯ menu (Give Jordan Meyers their own pricing… with the client’s name, or Switch price list…), to pick a list, or choose New price list to start a deal just for them.

A company’s list applies to every client linked to that company. A client can also have a list of their own, which wins over the company’s. The two lists are never merged. Each company or client has one list at a time, so assigning a new one moves them off the old one.

To move a client back, open the ⋯ menu on their Pricing card and choose Use Hartwell Realty’s pricing (with their company’s name), or Use standard prices if their company has no list. If a client’s own list is archived, they book at standard prices, not at their company’s list.

To give one agent standard prices while the rest of their company keeps a deal, assign that agent an empty price list with no discount and no custom prices.

Two company changes affect pricing too. If you archive a company, its list stops applying, and its members book at standard prices unless they have a list of their own. If you merge two companies, only the kept company’s list carries on — the merged-away company’s list isn’t moved across.

When list prices apply

List prices apply whenever Spatiko knows who’s booking:

• Orders you create. On a new order, pick the client and the catalog updates to their prices, with a Pricing label showing which list is in use. Items that client can’t book are removed, and a message tells you how many. Services you add to an existing order use the client’s current list.
• Your booking form, when the client is signed in. If an agent is signed in to your client portal, for example after tapping Book a new shoot, the booking form shows their prices and any private items on their list. The email on the booking has to match their account, so nobody can use someone else’s deal by typing their email.

Everyone else gets your standard prices. That includes anyone using the same booking link without signing in, and anyone booking with an email that doesn’t match. The booking form never asks visitors to sign in, although its header has a Log in link, so tell your brokerage clients to book from the portal.

Sending clients to the right order form

In the Details card, the Order form setting picks where signed-in clients on this list land when they open your booking page. Leave it as Default order form to keep the usual behavior. List prices apply on any form the client opens. This setting only changes where they start.

What the client sees

On the booking form, a signed-in client sees their list prices as the normal prices, with no crossed-out standard price. Their private items carry a small badge with their company’s name, such as For Hartwell Realty, or Just for you if they aren’t linked to a company. On the details step, their contact card says Booking as their name, with a note such as Hartwell Realty rates applied (or Your account rates are applied if they aren’t linked to a company).

Invoices, receipts, and emails show the list price as the item’s price. There’s no separate discount line and no comparison with your standard price.

Prices lock in at booking

An order keeps the prices it was booked at. Editing a list, archiving it, deleting it, or moving a client to another list only changes new orders. Orders already on your books stay exactly as they are.

Archiving, duplicating, and deleting

• Archive takes a list out of the pickers. Everyone on it books at standard prices until you restore it, and you can restore it any time from the row menu. While it’s archived, the list is read-only and you can’t assign anyone new to it.
• Duplicate copies the discount, every custom price, which items are hidden or included, and the preferred order form into a new list. The companies and clients stay on the original.
• Delete removes a list for good. You can’t delete a list while anyone is still on it, so Spatiko offers to archive it instead. Once nobody is assigned, type DELETE to confirm.

How price lists work with promo codes and packages

• Promo codes. A client on a price list can still use a promo code. The code comes off the subtotal after list prices are applied, and its minimum order amount is checked against that subtotal. A referral code works the same way.
• Packages. A list can give a package a custom price, apply the discount to it, hide it, or include it if it’s private. The “Save” amount on the booking form is worked out from the client’s list prices, so it stays accurate.
• Travel fees and tax. A price list doesn’t change travel fees. Tax is worked out on the list price.

Who can manage price lists

Creating and editing lists needs the Manage catalog & packages permission. Assigning or removing a list on a client or company needs Edit clients, and doing it from their Billing tab also needs View invoices. See roles and permissions for which roles include each one.

Tips

• Start with a percentage. One discount on everything covers most brokerage deals. Add custom prices only for the few items that differ.
• Name the list after the deal, not the client. “Hartwell Preferred” still makes sense when you assign it to a second office.
• Point brokerage agents at the portal. List prices on your booking form only show up for signed-in clients, so make Book a new shoot their usual way in.
• Archive instead of deleting. An archived list keeps its prices ready for when the deal comes back.

Go deeper

• Companies — link agents to their brokerage so one price list covers the whole office.
• Client records — see a client’s Billing tab, where their pricing lives.
• The client portal — where signed-in agents book at their own rates.
• Creating an order — book on a client’s behalf at their list prices.
• Pricing — compare Spatiko plans.