How to make a line sheet

You can make a line sheet in a spreadsheet, in Canva, or as a live digital line sheet buyers order from directly.

The steps below work for all three — the format decision comes at step 3. New to it?

Start with what a line sheet is.

Step 1 — Gather your product data

Before you open any file, collect: product images on a consistent background, product names, short descriptions, every variant, and a SKU per variant. One SKU per variant, not per style, this is the single most common source of wrong orders.

A free line sheet template is a tidy way to structure all of this from the start, so you are filling in columns rather than inventing a layout.

Step 2 — Set your wholesale terms

Decide and write down: wholesale price and RRP per variant (buyers want to see their margin, not calculate it), minimum order values or quantities, pack and case sizes, lead time, and any volume or buyer-specific pricing.

Put the terms on the sheet itself. Terms that only exist in your head turn into email threads.

Step 3 — Pick your format

• Excel or Google Sheets — fastest for big catalogs, easiest to bulk-edit, and buyers can type quantities straight in.

• Canva — best-looking, best for a focused range or a trade-show leave-behind.

• Digital line sheet — a live link buyers order from. The only format that also takes the order.

Not sure what good looks like? See line sheet examples.

Step 4 — Make it digital (recommended)

With line sheet software, you import your catalog into a branded B2B portal and it builds the sheet for you — product data, pricing tiers, minimums and stock in one place, always current. Reps can take orders in person from the same catalog with an order-taking app, so a trade-show conversation doesn't end in a paper form.

In other words, the choice is between doing the steps above manually in a template, or doing them automatically with Orderchamp Cloud, which builds the line sheet from your catalog and keeps prices, minimums and stock current for every buyer.

Step 5 — Share it and keep it current

Send the PDF, or share a portal link with per-buyer pricing so each retailer sees their own terms. With a digital line sheet you update once and everyone sees the current version — no "please ignore the file I sent yesterday" email.

Then keep it alive: refresh it every season, remove discontinued lines immediately, and update prices the day they change.

Manual or digital: how to choose

A rarely changing range and a handful of stockists → a template plus a PDF is fine. Frequent price or stock changes, a growing buyer base, reps in the field → a live line sheet saves the most time, and you stop losing orders to stale information.

See digital line sheet vs PDF for the side-by-side, or how brands replace Excel for wholesale orders.

Frequently asked questions

What information should I include in a line sheet?

How do I make a line sheet in Excel or Google Sheets?

How do I make a line sheet in Canva?

How should I organise products on a line sheet?

How do I share a line sheet with wholesale buyers?