Price groups for customers and channels

Not every customer pays the same: a trade fair has different prices than a private party, and an agency may get a surcharge. With price groups you set this up once. From then on, Univents automatically uses the matching group’s price for every new position in quotes, bookings and invoices — no manual recalculation.

Price groups are available from the Growth plan.

Create a price group

1. Open Settings > Price groups.
2. Click New price group.
3. Enter a name, for example “Trade fair”, “Event” or “Agency”.
4. Optionally enter a surcharge or discount in %: 10 for +10 %, -5 for −5 %. It applies to every item for which you don’t store a fixed price for this group.
5. Save.

You can rename a group or change its percentage at any time. Existing documents keep their prices.

Enter fixed prices per item

If an item should have a specific price in a group, enter it on the item:

1. Open the item in Inventory.
2. Go to Price & stock. Under Prices per price group there is one field per group.
3. Enter the price. It is saved as soon as you leave the field.

An empty field means: the group’s surcharge or discount applies. If the group has none, the item’s standard price applies.

If you manage the item with gross prices, enter the group price gross as well (see Enter prices gross or net).

Example: A 0.1 l glass of sparkling wine costs €4.00 by default. In the “Trade fair” group you enter €5.00, in the “Event” group nothing. On a trade fair event the position shows €5.00, on an Event event €4.00.

Store a price group on the customer

1. Open the contact under Contacts and click Edit.
2. Under Price group, choose the matching group, for example “Agency”.
3. Save.

The field appears as soon as you have created at least one price group. The customer’s default discount is not affected: the price group sets the price of each position, the default discount additionally applies to the document total.

Price group on the event

When you create an event for a customer with a price group, the customer’s group is set on the event automatically. You can see and change it on the event overview in the customer card under Price group — for example when a regular customer books a trade fair once. The customer keeps their own group.

If you change the event’s customer, the event takes over the new customer’s price group.

Recalculate open documents

If you change the price group of an event that already has documents, Univents asks:

• Recalculate: the positions of all open documents that have not been sent yet get the new group’s prices.
• Don’t recalculate: existing positions keep their price. Only new positions get the new group price.

Sent, accepted and issued documents always stay unchanged, and so do positions whose price you set by hand.

How the price of a position is determined

1. Univents takes the base price from the price group of the event. If a document has no event, the recipient’s price group applies.
2. Your pricing rules then apply as usual, for example “Weekend +20 %” or “from 100 guests −5 %” (see Setting document numbers & pricing conditions).

Example: Trade fair price €5.00 and the pricing rule “Weekend +20 %”. If the trade fair takes place on a Saturday, the position shows €6.00.

This applies everywhere a position is created: choosing an item in a document, adding a booking, the customer booking more in the customer portal, forms, a quote from an email, the AI chat, room rent, staff shifts, dissolving a buffet and change requests.

In the document editor, the position shows a small note such as “Price: Trade fair”. It never appears on the PDF for your customer.

What price groups don’t affect

• Wage items for staff and tickets always keep their price.
• Position templates carry their own price.
• Booking pages keep using standard prices for now.

Delete a price group

Under Settings > Price groups, click the trash icon and confirm. The group is removed from all customers and events. New positions there use the standard price again; existing documents keep their prices.

Price groups in imports and the AI chat

• The item import has its own column for each price group, such as “Price Trade fair” (net). An empty cell sets no group price. For existing items the import only adds missing group prices, unless you turn on “Overwrite existing values with the file”. Details: Import products.
• The item export contains the same columns, so you can maintain group prices in Excel and import the file again.
• The contact import has a “Price group” column with the group's name.
• In the AI chat you can write, for example: “Set the trade fair price for sparkling wine to €5” or “Create a price group Agency with a 10 % surcharge”.