How Price Books work

A price book ties your products to prices, so the right list price appears the moment a rep adds a product to a quote.

Overview

A price book is a catalog that defines what your products cost. Each price book ties a set of products to specific prices, so when a rep adds a product to a quote, the right list price shows up automatically. You can keep separate price books for different markets, customer segments, or promotions, and switch between them per quote.

How a price book sets a price

Every product has a standard price — its base price in HubSpot. A price book can leave that standard price in place or turn it into a list price by applying an override to the product’s entry. If you add a product without setting an override, quotes use the HubSpot standard price. When you override an entry’s price, the Override By options are:

Amount — set a fixed list price, regardless of the standard price. Available on Pro and up.
Percent Increase / Percent Decrease — raise or lower the standard price by a percentage. Available on Pro and up.
Volume — change the unit price based on the quantity ordered. Enterprise and Legacy Pro; not current Pro.
Pricing Table — set the price from a product property, by exact value or numeric range. Enterprise and Legacy Pro; not current Pro.
Product Variant — price a family of variants from a single product using its attributes. Enterprise only.
Cost Plus — derive the list price from the product’s HubSpot cost of goods sold: a fixed amount above cost, a markup, or a target margin, per currency. Studio cannot save Cost Plus until the product has a unit cost (a cost of 0 counts as none). Products without a cost (or without an exchange rate for the quote’s currency) stay visible in Quote Builder but can’t be added. Enterprise only. See Pricing from cost with Cost Plus.

A product is only priced in a price book if it has an entry there. If a product isn’t in the selected price book, it can’t be priced from it — so make sure the products your reps quote are added to the books they’ll use.

Collections are the exception in the picker, not in the add. Quote Builder’s Collections tab lists every collection in the account. Adding one still requires every product to have an entry in the quote’s price book, or Quotivity rejects the whole collection. See How Collections work with Price Books.

How the quote picks a price book

Before any product is priced, the quote needs to know which price book to use. Quotivity resolves this in priority order when the quote is created, and the first valid match wins:

A price book already on the quote — for example after a Guided Selling answer synced to that property, or on a clone. If that book still exists and is effective today, rules never run.
A matching Set Price Book rule (lowest priority number wins; blank is treated as 0).
A book inferred from non-bundle line items already on the deal, only when every such item points at exactly one price book and they all agree.
A price book assigned to the deal (Enterprise — same capability as company assignment).
A price book assigned to the company (Enterprise).
The account’s only price book, if exactly one exists.

A Set Price Book rule that matches on conditions like the deal’s region or customer tier takes precedence over deal- and company-level assignments, but not over a book already stored on the quote. A book that is missing or outside its effective dates is skipped. Once the book is set, every product added to the quote is priced from its entry in that book for the quote’s currency.

Deal, company, and rule assignments lock the price book so reps cannot switch it. Line-item inference and the single-book default do not lock.

This order matters: the price book context is resolved up front, then products are priced. If a product on the quote doesn’t have an entry in the selected book, it can’t be priced there, so it’s worth confirming your catalog and your Set Price Book rules line up.

Changing the price book on a draft quote

When a rep selects a different price book, Quotivity first saves pending quote edits. It keeps line items available in the new book, removes unavailable line items, and recalculates every retained price and margin. This recalculation also replaces prices the rep previously overrode. Products an Add Line Items or Add Collection rule already put on the quote are not added again when they remain in the new book.

For bundles that inherit the quote’s price book, unavailable optional add-ons are removed. Quotivity replaces an unavailable required option with the lowest-cost eligible option product when possible. If no replacement exists, Quote Builder shows an error and blocks submission until the bundle is repaired. Try Again does not clear that lock.

Example

You sell the same products in North America and Europe at different prices. You create two price books — one per region — and add each product to both with the appropriate adjustments. A Set Price Book rule checks the deal’s region and selects the matching book, so reps always quote the correct regional prices without thinking about it.