What to include in a wholesale line sheet

A practical checklist for product photos, SKUs, prices and ordering details.

Last updated October 21, 2026

A line sheet should help a buyer identify products and compare the terms that apply to them. It does not need to tell your entire brand story. Start with a clear product list, add the right prices, and make the file easy to check before it leaves your workspace.

Start with the details that identify each product

Give every sellable item a stable SKU and a clear product name. Keep the SKU as text in your spreadsheet, especially when it begins with zeros. A code such as 00124 is not the same identifier as 124. Use one row per product and check for duplicate SKUs before import.

• Use a short product name that distinguishes the item from nearby products.
• Add a concise description for material, finish or useful product details.
• Use categories consistently so you can group products in a predictable order.
• Match a product photo by its exact filename or SKU. Review ambiguous matches instead of guessing.

Make the buyer’s actual price unambiguous

Base wholesale prices and customer-specific prices are different pieces of data. Your shared product list holds the base price. A customer version can apply a percentage discount or a fixed price for an individual product. Keep those rules separate so changing a base price does not silently rewrite a negotiated fixed price.

Use one explicit currency per customer version. When a price is missing, stop and correct the source row. An empty cell does not mean a free product, and a catalog tool should not invent a price. Suggested retail price is optional; show it only when you have supplied a real value.

Explain pack sizes and minimum quantities

A price alone may not explain how a product is supplied. When relevant, include the units per case and the minimum order quantity. Keep the price unit consistent. A per-item price paired with a case pack of six should not look like the price for the entire case. Check that your labels match how your business actually sells.

Review the exported file, not only the spreadsheet

Choose a layout that fits the collection, then check the product order, page breaks, photos and long descriptions. A compact list is useful when scanning many SKUs. A visual grid gives photography more room. A collection layout is better for a smaller selection with longer descriptions.

• Check the customer name, currency and version on the preview.
• Compare at least one discounted price and one fixed-price product with your source data.
• Review every page for split descriptions, missing photos and hard-to-read text.
• Open the PDF you intend to send and make sure it matches the saved customer version.

Save the version you sent. When you reimport a changed spreadsheet, review the differences and create a new version instead of overwriting the old file. That gives you a reliable record of what a buyer actually received.