Wholesale Line Sheet Template

A wholesale line sheet template has one job: give a buyer everything they need to raise a purchase order without emailing you first. Most line sheets fail at that, and they fail for a consistent reason. They are designed by the brand and read by the buyer, and those two people want different things from the same page.

The brand wants the range to look good. The buyer already knows what it looks like; they saw it at the show or in the lookbook. What they want is the code, the price, the margin, the minimums and the dates, on one row, in a form they can type into their system.

What is in the wholesale line sheet template

Three tabs.

How to use this. The four things buyers need on every row, and a note on the Terms tab.

Line sheet. Fifteen columns: style number, SKU, product name, colour, size, material, wholesale price, RRP, currency, case pack, minimum order quantity, available from, available until, image URL and notes.

Terms. Nine trading terms filled in once and answered for the whole season.

The four things a buyer needs on every row

Wholesale price and RRP together. A buyer given one price has to work out the margin themselves, and the number they land on will be less generous than yours. Putting both on the row does the arithmetic for them and frames it the way you want it framed. The template keeps currency in its own column, because 48 GBP in a price cell is a string and cannot be summed.

A code they can type. Style number and SKU, both. The style number groups the colourways; the SKU identifies the one they are ordering. A product name on its own is not orderable, and "Quilted field jacket" matches four things in their system, two of which are from last season.

Case pack and minimum order quantity. These decide whether the buyer can transact at all. A boutique that can take six will not take twelve, and finding that out by email costs a week at the exact point in the season when a week matters. The example row in the file shows a case pack of six against a minimum of twelve, which is a normal shape and worth stating rather than assuming.

Availability dates in full. Available from 2026-08-01, available until 2027-01-31. Not "Spring" and not "in stock". A season is not a date and cannot be planned against, and "in stock" is a statement about today that will be wrong by the time the order is placed.

The columns that do more work than they look like

Colour. A plain colour name, not a season code. Navy, not AW26-NVY-02. The buyer's system will store whatever you send, and their customer service team will be reading it back to a customer on the phone in four months.

Material. Increasingly the reason an order happens or does not, and the field most often left blank on a wholesale line sheet. Waxed cotton is a selling point. Blank is a question.

Notes. One short line, used for the things that change a buying decision: carry-over style, limited run, replaces a previous code. Not a place for a paragraph. If it needs a paragraph it needs a phone call.

Image URL. A direct link to the image file, one per row. Embedded images make the file heavy, break when it is forwarded, and cannot be pulled into the buyer's system.

The Terms tab, and why it saves a round trip

Buyers ask the same questions every season, in roughly the same order: minimum opening order, minimum reorder, payment terms, lead time, delivery charge, returns policy, exclusivity, who to speak to, where to send the order.

Nine answers, filled in once. Leaving them out does not avoid the conversation, it just moves the conversation to email and adds three days to it. Answering them in the file also signals that you have sold wholesale before, which matters more with a new account than most brands expect.

Exclusivity is the one most often skipped and the one buyers care about most in a crowded town. A plain answer, including "none offered", is better than silence.

A worked example

The file ships with one row filled in. Style AW26-114, SKU AW26-114-NVY-M, quilted field jacket, navy, medium, waxed cotton, 48 wholesale against 129 RRP in GBP, case pack six, minimum twelve, available 1 August 2026 to 31 January 2027, carry-over style.

A buyer can price that, margin it, order it and slot it into a range plan without asking anything. That is the test for every row you add: can it be ordered from as it stands, or does it generate an email.

Delete the example row before you send the sheet out.

Keeping a line sheet current

A line sheet goes stale faster than any other document a brand produces, because it carries price and availability, and both move. The version circulating among buyers is almost never the version on the shared drive, and the version a rep is quoting from is usually older than both.

The common patches do not hold. Version numbers in the filename get ignored. A PDF stops anyone editing it and also stops anyone updating it. Sending a fresh file every month trains buyers to wait for the next one.

The approach that does hold is to generate the line sheet rather than maintain it. Hold the product data in one place, and produce the line sheet, the website feed and the marketplace file from the same records, so that a price change lands in all three at once. That is the difference between one document being right and every document being right, and it is the point at which a product data platform starts paying for itself rather than adding a step.

When the range outgrows the spreadsheet

A single season, a single currency and one person maintaining it, and this template is the right tool. It stops being the right tool at the point where there are three regions on different price lists, two currencies, a stockist portal, and a marketplace feed pulling from a different file.

At that point the spreadsheet is not the line sheet. It is a copy of the line sheet, and copies drift.