Customer-specific prices: one item, a rate per client
Customer-specific pricing records the price you agreed with one customer for one item, optionally for a quantity range and a period. In Swiftly Workspace you keep these prices on the customer's Special Pricing tab, and that customer is charged the special price on their invoices.
Many small businesses end up with a few customers who pay a different rate: the client who signed up early, the partner who buys in volume, the account you discount for a season. Writing those rates down in one place, next to the customer, beats remembering them or digging through old emails.
When a customer-specific price makes sense
- A negotiated rate. A long-standing client pays less per hour or per unit than your list price.
- Volume pricing. A customer gets a lower price once they order more than an agreed quantity.
- A promotion with an end date. A reduced price for a quarter, after which the normal price returns.
- A partner or reseller price. A fixed discount off your list price for anyone you work with as a partner.
Keep the list price on the item itself; your product and service catalog is where every item gets its standard price, unit and tax rate. The customer price sits on top of it, for one customer at a time.
Where special prices live
| Device | Where to find it | Add a price |
|---|---|---|
| Mac | The customer's window, Special Pricing in its sidebar | + (Add Item Price) opens New Customer Price |
| iPhone and iPad | The customer's record, the Special Pricing tab | + opens New Customer Price |
The tab appears when the Finance module is on for your company, and on iPhone and iPad once the customer has been saved. On a Mac, the list shows each price with its item, the price, the period it covers and whether it is active, not started yet or expired. Search it by item name.
Add a special price on Mac
- Open the customer. In CRM, double-click the customer to open its window, then choose Special Pricing in the sidebar.
- Start a price. Click +. A New Customer Price window opens with the customer already filled in.
- Pick the item. Under Customer & Item, choose the item the price applies to.
- Set the price. Under Pricing, enter a Base Price and, if you give a percentage off, a Discount. The Net Price shows the result.
- Limit it if needed. Under Quantity Range, set a Minimum and a Maximum, or leave the maximum unlimited. Under Effective Dates, set the start date and turn on Has End Date for a price that should stop.
- Save. Click the checkmark. The price appears in the customer's Special Pricing list.
On iPhone and iPad the steps are the same from the Special Pricing tab: tap +, pick the item, fill in the price, quantity range and dates, and save.
Check which price applies
On a Mac, the ⋯ menu on the Special Pricing tab opens the Price Calculator. Pick a customer, an item and a quantity, turn off Use current date to pick an As of Date if you need another day, and click Calculate Price. The result says Customer Pricing Applied when a special price matches, or Standard Pricing Applied, or Base Price Used, when none does, along with the Final Unit Price. It is a quick way to answer "what do we charge this client for this?" before you write the invoice.
Putting the price on an invoice
A customer's special price is what that customer is charged on their invoices, while everyone else keeps paying the item's list price. Before you finalize, check each line price against the agreed rate. How to create and finalize an invoice on Mac shows where the line price sits.
Because every invoice stays a draft until a person finalizes it, there is a natural moment to check the price. Once finalized, the PDF shows the line prices as they are on the invoice, in the invoice layout your company uses.
Keep special prices manageable
- Put an end date on temporary prices. An expired price stays visible in the list, so you can see what a customer used to pay.
- One price per quantity range. For volume pricing, add a separate price for each range rather than editing one price back and forth.
- Price the company, not the person. Special prices belong to the customer, the company you invoice. How to structure customers, contacts and addresses explains why.
- Different rates per person are another topic. If what differs is who does the work rather than who buys it, see member-level rates on projects.
Frequently asked questions
Is the special price used on the customer's invoices?
Yes. A customer's special price is what that customer is charged on their invoices. Other customers keep the item's list price, and the Mac's Price Calculator shows which price applies before you invoice.
Can one customer get a lower price for larger quantities?
Yes. Add a special price for each quantity range, with its own minimum and maximum. The Price Calculator shows which one applies for a given quantity.
What happens when a special price reaches its end date?
It stays in the customer's list and shows as expired, and the calculator no longer uses it. Add a new price with a new start date if the customer keeps a special rate.
Do I need a module turned on to use customer-specific pricing?
The Special Pricing tab follows the Finance module. If you don't see it on a customer, ask an admin to check the company's modules.
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