Every service and part in your Run a Call pricebook is linked to a Product or Service in QuickBooks Online. You don't map them by hand: Run a Call links each item to a QuickBooks product with the same name, or creates one, so invoice lines land on the right product and income account.
How items are linked
When a pricebook item syncs, Run a Call:
- Looks for an existing QuickBooks product or service with the same name. If it finds one, it links to it.
- Otherwise creates it in QuickBooks, posting to your Income Account.
| Run a Call item | QuickBooks product/service |
|---|---|
| Name | Name |
| Description | Description |
| Price | Sales price |
| Taxable | Taxable |
| Active / inactive | Active / inactive |
| Type Part | Non-inventory |
| Type Service, Labor or Equipment | Service |
Bundle templates don't sync as products of their own — see Packages in How invoice details sync.
When items sync
- When you add or edit an item in the pricebook.
- The hourly sync, for anything that didn't go through — including bulk price changes, which go over on the next hourly run rather than one by one.
The Pricebook Items switch under Sync settings & account mapping → Sync Settings must be on.
After an item is linked
| Change | What happens |
|---|---|
| You edit the name, description, price, taxable or active setting in Run a Call | The QuickBooks product is updated to match. |
| You change the product's type or income account in QuickBooks | Kept. Run a Call never changes those on an existing product, so your accountant's choices stick. |
| You change the price or name in QuickBooks | Not copied back. Run a Call's pricebook is the source for customer-facing prices. |
| You add products in QuickBooks | They don't appear in Run a Call (except through the one-time history import at connect). |
Invoice lines without a pricebook item
Custom lines, deposit and milestone lines don't have a pricebook item behind them. They post to QuickBooks using a Services item on your Income Account. If your company file has no Services item, Run a Call creates one (named Run a Call Services if the name Services is taken by an inactive item).
Keep names tidy
Because linking is by name:
- Rename in Run a Call, not QuickBooks — the Run a Call name is sent to QuickBooks on the next edit.
- Avoid two items whose names differ only by capital letters (Permit Fee / Permit fee). QuickBooks treats them as one name, so the second is held back with "two records point at the same QuickBooks entry". Merge or rename one, then edit it to retry.
- A name already used by a QuickBooks customer, vendor or employee can't be reused for a product — you'll see "the name is already used elsewhere in QuickBooks".
Items with a blank name or just a dash are skipped.