How to build a pricing system that keeps your company's formulas
Start from your existing rules and formulas, not from a generic template. Document how costs, margins, and variables actually combine, then build a system that produces a reviewable quote from those same rules — with a price database, clear inputs, and a record of every change.
Why do pricing spreadsheets break down?
They mix data, rules, and formatting in one place, so a single edit can silently change a result. As products and people multiply, no one fully trusts the numbers — and disputes and slow closings follow.
What should a good pricing system separate?
- Cost data (kept in one maintained place)
- Pricing rules and formulas (versioned, not buried in cells)
- Inputs the user chooses per quote
- The final, reviewable quotation output
Where does AI help — and where should it not?
AI is useful for surfacing margin patterns and flagging unusual costs for a human to check. The actual price calculation should stay conventional, auditable logic — precise and reviewable — not a guess.
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