When to use Data Sheets
Data Sheets are the right tool when:- Pricing varies by a dimension that isn’t the quantity (e.g., geography, customer tier, ERP system, industry vertical)
- Discount thresholds differ across customer segments and you need the rules engine to validate them
- You have a matrix of values that would be impractical to maintain as individual product configurations
- The same reference data is used across multiple products or rules
How Data Sheets work
Every Data Sheet has a unique name that acts as its identifier. Pricing formulas and rules reference this name to look up specific values based on inputs provided during quoting. The flow:- A rep selects a product and enters inputs (quantity, a dropdown selection, a custom field value).
- The pricing engine evaluates the product’s formula and encounters a Data Sheet reference.
- The engine queries the Data Sheet, matching the rep’s input against a column to find the corresponding value.
- The returned value is used in the calculation (as a multiplier, a rate, a discount threshold, etc.).
Creating a Data Sheet
- Navigate to Admin > Price Books > Data Sheets.
- Click + New Data Sheet.
- Name your sheet. Use a clear, concise name with underscores instead of spaces (e.g.,
ERP_Uplift,Regional_Pricing_2026,Discount_Thresholds). This name is how you’ll reference the sheet in formulas and rules. - Build your table:
- Add columns to define your data points.
- Enter data manually or paste directly from a spreadsheet (Excel or Google Sheets copy-paste is supported).
- Click Save.
Use cases
Dynamic pricing adjustments
You have an uplift fee based on which ERP system your customer uses. Data Sheet:ERP_Uplift
| ERP_Type | Uplift_Percentage |
|---|---|
| SAP | 15% |
| Oracle | 12% |
| NetSuite | 5% |
| Other | 0% |
ERP_Uplift sheet and multiply the base price by 1.15.”
When the uplift for SAP changes from 15% to 20%, you update the Data Sheet once. Every product referencing it picks up the change automatically.
Regional pricing matrices
You sell at different price points depending on the customer’s geography. Data Sheet:Regional_Pricing
| Region | Base_Rate | Support_Rate |
|---|---|---|
| North America | $50 | $5 |
| EMEA | €45 | €4.50 |
| APAC | $40 | $4 |
| LATAM | $35 | $3.50 |
Regional_Pricing and uses the rep’s selected region to look up the base rate, replacing a hard-coded price with a dynamic one. This lets you maintain a single product SKU with region-specific pricing rather than creating separate products per region.
Discount thresholds by customer tier
Your discount policy varies by customer segment, and you need the approval engine to enforce it. Data Sheet:Discount_Thresholds
| Segment | Max_Discount_Percent | Approval_Required_Above |
|---|---|---|
| Enterprise | 25% | 15% |
| Mid-Market | 20% | 10% |
| SMB | 15% | 5% |
Pricing floors from external data
You need minimum prices that vary by product and region. Data Sheet:Pricing_Floors
| SKU | Region | Min_Price |
|---|---|---|
| PLATFORM-001 | North America | $10,000 |
| PLATFORM-001 | EMEA | €8,500 |
| ANALYTICS-001 | North America | $3,000 |
| ANALYTICS-001 | EMEA | €2,500 |
Referencing Data Sheets in formulas
Data Sheets are referenced by name in the formula builder. The exact syntax depends on the context (pricing formula, pricing floor, or rule), but the pattern is the same: specify the sheet name, the lookup column, the lookup value, and the return column. For example, to look up the uplift percentage for a selected ERP type:Managing Data Sheets
Editing data
Navigate to Admin > Price Books > Data Sheets and select the sheet. Edit values directly in the grid, add or remove rows, or paste updated data from a spreadsheet. Click Save and the changes take effect immediately. Changes apply to new quotes and any quote that recalculates pricing. Existing quotes with locked line items retain their original values.Adding columns
You can add new columns to an existing Data Sheet at any time. Existing formulas that reference the sheet aren’t affected — they only look up the columns they’re configured to use.Deleting a Data Sheet
Remove the sheet from Admin > Price Books > Data Sheets. Any formulas or rules that reference the deleted sheet will fail to resolve, so review dependencies before deleting.Best practices
Use underscores in names. Names likeRegional_Pricing_2026 are easier to reference in formulas than names with spaces. Avoid special characters.
Centralize logic, don’t duplicate it. If multiple products reference the same uplift or discount data, use one Data Sheet. This ensures a single update propagates everywhere.
Version by year if rates change annually. If your pricing matrix changes each fiscal year, name sheets with the year (e.g., Discount_Thresholds_2026) so you can maintain the old sheet for reference while switching formulas to the new one.
Keep sheets focused. A sheet called Everything with 50 columns is harder to maintain than three focused sheets. Organize by use case: one for regional pricing, one for discount thresholds, one for uplift fees.
What’s next
Pricing Rules
Reference Data Sheet values in pricing rules and validation logic.
Creating a Product
Use Data Sheets in pricing formulas and pricing floors.
Formula Rules
Build formula-driven fields that query Data Sheets dynamically.
Deal Components
Configure billing frequencies and contextual data for products.