Materials for B2B customers: price lists and product sheets without e-mail

Price lists, product sheets and certificates do not have to travel by e-mail: put them in a file repository inside your B2B store and customers download them on their own after logging in. Each folder has its own visibility, either all customers or selected customer groups. A chain-specific price list reaches only that chain, while a product sheet reaches everyone. Your sales team stops couriering attachments, and customers always see the version you have published as current.

Why e-mail and WeTransfer do not scale

A product sheet in PDF, the current price list, a certificate of origin, print-resolution photos for a leaflet. Sooner or later every customer asks for one of them. It usually ends the same way: a salesperson digs the file out of a drive and e-mails it, and two weeks later the customer asks again because the attachment got lost in their inbox. Or worse: they got a version from six months ago.

Sending files by e-mail looks like the simplest solution as long as you have a handful of customers. Then come the costs nobody counts:

• Nobody knows who has which version. You change the price list in April, and some customers keep ordering from the January file.
• The salesperson is the bottleneck. A request for a product sheet goes to a person, not to a system, and waits until Monday.
• Links expire. WeTransfer deletes the package after a week; the customer comes back to it a month later.
• Materials leak where they should not. A price list prepared for one chain reaches someone who should not see it, because an attachment is forwarded with one click.

A file repository: one place customers reach on their own

A file repository is a folder tree in your company panel from which logged-in customers download the materials shared with them. Customers do not get an attachment, they get access: they open the materials from the “Downloads” link in the store header, the same store where they already place orders. When the price list changes, you upload the new file and delete or unpublish the old one. From that moment customers only see the current version.

The structure is yours: “Price lists 2026”, “Product sheets”, “Certificates”, “Marketing assets”, with subfolders per product line. Nest folders as deep as you need and move files between them when the offer changes.

On the customer side the repository works like a simple file browser. Customers navigate the folder path, search materials by name, preview images and PDFs without downloading them, and can grab a whole folder as a single ZIP file. Everything sits behind a login, so it fits the model of an invitation-only B2B store, where nobody from outside sees either your offer or your documents.

Who sees what: visibility set on the folder

In B2B the point of a repository is not that files sit in one place. It is that different customers see different things. Marketing assets can be for everyone, but a chain-specific price list or distributor terms cannot.

That is why visibility is set on the folder rather than on each file, and it has two levels:

• Publication. While a folder is a draft, only your company panel can see it. Handy when materials are still being prepared.
• Scope. All customers of the company, or selected customer groups: the same groups you use to set discounts and payment terms.

Individual files also have their own publish switch, so you can upload a new price list into a folder customers already see and reveal it only on the day it takes effect.

One rule sits above all of this: a folder is visible only when all of its parent folders are visible too. Hiding a parent hides the whole branch. Thanks to that, the path to a file never reveals that something exists which a given customer has no access to. Opening the address of a hidden material returns “not found” rather than “access denied”, so its existence is not even confirmed.

Here is how it plays out on a sample tree:

A material meant for everyone and a material meant for a single chain are two different commercial decisions. The system should tell them apart as clearly as it tells apart price lists.

Product images and attachments without duplicated work

A separate trap is the material you already have in the system: product photos and PDFs uploaded to product cards. Copying them into the repository would mean two versions of the same file and a question about which one is current.

That is why the repository shows them without copying. The tree contains a system “Products” folder, with a subfolder for every product that has at least one image or attachment. Add a photo to a product and it shows up in the materials immediately. Delete the product and its subfolder disappears on its own. There is no synchronisation to remember.

That folder is read-only: product files are added and removed where they always were, in the product card. What you do control is whether customers should see product materials, and which of them, using the same settings as for any other folder.

One limit worth knowing: product images and attachments are public by nature, because the store displays them on product pages. Hiding the “Products” folder removes them from the materials tree, but it does not invalidate the direct addresses of those files. A document meant for a single group belongs in a regular repository folder instead. Files uploaded to the repository have no public addresses, and the system serves them only after login.

How to organise it in practice

An order of work that saves you a cleanup later:

1. Start with what is for everyone. A general folder (product sheets, certificates, logos) shared with all customers covers most of the requests that reach salespeople today.
2. Only then build per-group folders. Price lists and terms go into separate folders attached to customer groups, not the other way round.
3. Name files for the customer, not for yourself. “Wholesale price list 2026 Q3” beats “pricelist_v4_final_fix.pdf”. The display name is separate from the file name, so nothing has to change on your drive.
4. Watch the downloads. Each file shows a download count, and its history lists who downloaded it and when, split into downloads from your company panel and from the store. A folder nobody opens for six months is usually not needed, or is badly named.

Disk space and what counts towards it

Marketing materials can weigh more than a whole year of orders. Print-resolution photos and PDF catalogues add up fast. In vendispace the storage limit depends on the plan: FreeSpace has 1 GB, FullSpace 10 GB, and ProfiSpace has no limit (details on the pricing page). Repository files plus product images and attachments count towards the limit, and the usage bar shows the split between them. Things like your company logo, newsletter images and attachments to orders or complaints do not count.

Once the limit is reached, the system blocks new uploads, including photos for product cards. Deleting files always works, so you can free up space without changing plans. The maximum size of a single file is shown under the upload field and checked before the upload even starts.

A practical rule: put materials that are ready to send to a customer into the repository, not your working archive. Keep design source files where they always were. Customers will not open them anyway, and they take up the most space.

What changes after the rollout

The effect is unspectacular but noticeable within a few weeks: requests to “please send the price list” simply stop arriving. The customer knows where to look and is sure the file is current. When someone does ask, the salesperson points them to a specific folder instead of hunting for an attachment, and you stop guessing who has which version.

Summary

• B2B customer materials are better shared as access in the store than as attachments: customers download them on their own, and you retire outdated versions in one place.
• Visibility is set on the folder (publication plus scope: everyone or selected customer groups), and a hidden parent folder hides the whole branch.
• Product images and attachments appear in the repository automatically, without copying, but they are not a confidentiality mechanism.
• Both repository files and product files count towards your plan's storage limit, so upload only what customers actually need to download.

Frequently asked questions

Does a customer need an account to download materials?

Yes. Materials are available in the store only after logging in, and each customer sees only the folders they are entitled to. A customer without an account first receives an invitation to the store and has the materials section from their first login.

Can I share a file with just one customer?

Scope is set per customer group, not per individual account. To share a folder with a single customer, create a separate group for them. Keep in mind that a customer belongs to one group and the group also carries a default discount and payment term, so check those settings when you move them.

What happens to the old price list when I upload a new one?

Nothing, until you act on it: the repository does not overwrite files or keep a version history. You upload the new price list alongside and then delete the old one or switch off its publication. Unpublishing has the advantage that the file stays with you as an archive while customers no longer see it.

Can I see who downloaded a given file?

Yes. Every file has a download counter and a history with the person's name and date. The history also shows the customer's company and separates store downloads from downloads in your company panel, so you can easily tell your own tests apart from real use.

Can a customer download a whole folder at once?

Yes, as a ZIP archive of up to 500 files and 500 MB per package. Only published files go into the archive, so draft versions cannot leave this way. In the system “Products” folder the ZIP is downloaded per product, not for the whole branch at once.

What happens when my plan runs out of space?

You will not be able to upload new files to the repository or to product cards, but customers keep downloading everything already in the system as usual. You can recover space by deleting unused files or raise the limit by moving to a higher plan.

The repository works best together with customer groups, so before you start organising folders, see how to set up an individual price list for a B2B customer: it follows the same logic, where arrangements live in the system and customers serve themselves. If you are still building your customer base, start with the article on how to invite your first customers to a B2B store. The file repository is available on every plan, including the free one: create a free account and put your first price list where customers will find it.