Price book — upload or email in vendor price sheets

Overview

Your price book is your own cost catalog inside Setell — distributor price lists, supplier catalog exports, or your estimating spreadsheet, turned into rows Setell can match against quote lines. When a draft line matches your price book, it prices from your cost and carries a "Your price book" receipt. There are two ways to load one: upload a file in Settings, or forward a vendor's price-sheet email straight to your Setell intake address.

Before you start

• Price book needs the Business or Pro plan.
• Supported files: CSV, XLSX, PDF, or DOCX, up to 10MB. CSV or XLSX exports work best; a text-based PDF price list also works.
• For email-in: your inbound intake address must be set up (the same address customer emails route to).

Upload in Settings

1. Go to Settings → Price book.
2. Click Upload price file and pick your CSV/XLSX/PDF/DOCX.
3. Setell reads the file and extracts the cost rows — description, unit, unit cost, and SKU where the file has one. This takes up to a minute.
4. The source appears in the list with its item count. Uploaded files are live immediately.

Email in a price sheet

Forward the vendor's email (with the price file attached) to your Setell intake address, and put "price sheet" or "price book" in the subject — or as the first line of your message. That exact phrase is the signal; without it, the email is treated like any other inbound message.

Three things have to be true for the email-in path to engage:

1. The marker is present — "price sheet" or "price book" in the subject or first line.
2. It comes from you — the sender address must be one of your own verified identities: your login email, a connected Gmail/Microsoft mailbox, or an address at a sending domain you've verified. A customer's email can never land in your price book.
3. The attachment is a supported file — CSV, XLSX, PDF, or DOCX (up to 3 files per email).

Anything that doesn't meet all three flows through the normal inbox pipeline untouched — a customer asking about a "price sheet" still becomes a job request, never a price-book entry.

The confirm step (why emailed-in sheets aren't live immediately)

An email's from-address can be forged, so Setell deliberately does not trust it as proof. A price sheet that arrives by email lands as Awaiting confirmation — you'll get a bell notification, and the source shows a Confirm button in Settings → Price book. Until you confirm, its rows match nothing and influence no prices. You can also confirm (or review what's pending) by asking Setell in Studio — "what price sheets are waiting on me?" — or delete the source if you don't recognize it. Files you upload directly in Settings skip this step, because you initiated those in your signed-in session.

What happens next

• On confirm, the source behaves exactly like an uploaded one: matched lines price from your cost and carry the "Your price book" receipt, and margin math uses your real numbers.
• If Setell can't read the forwarded file (scanned image PDF, mismatched file type), you'll get a bell notification saying so — re-export as CSV/XLSX and forward again, or upload it in Settings.
• Each source lists its "prices effective" date when the document states one; Setell nudges you when commodity indexes have moved enough since that date that the book may be stale.

Limits & notes

• Up to 3 attachments per email are ingested; 10MB per file.
• Emailed-in sheets currently work from Gmail-connected mailboxes and the forwarding intake address. Outlook/Microsoft 365 mailbox polling doesn't pick up attachments yet — upload in Settings instead.
• Removing a source (pending or live) removes all of its rows immediately; quotes already drafted keep their receipts.

Ready to try it on your own quotes?

Start free — no credit card. 14 days of unlimited Pro, then 3 free quotes a month.