When QuickBooks Online is connected, Run a Call sends your pricebook items to QuickBooks' Products and Services list. Invoices that sync later then use the matching QuickBooks product. The sync runs one way: Run a Call to QuickBooks.
Before you start: QuickBooks must be connected, which the account owner does. See Connecting your QuickBooks Online account.
Turn item sync on or off
- Go to Settings → Integrations and open QuickBooks.
- Under Sync Settings, find Pricebook Items (Sync services and parts). It's on by default.
- Make sure an Income Account is chosen in your QuickBooks settings. New products are created against that account, and items can't sync without one.
What happens to each item
| In Run a Call you… | In QuickBooks |
|---|---|
| Create an item | If QuickBooks already has a product with the same name, the two are linked and nothing new is created. Otherwise a new product is created: Parts as Non-inventory, everything else as Service. |
| Edit an item | The linked product's name, description, price and taxable setting are updated. |
| Turn off Show in pricebook | The product is marked inactive. Turning it back on makes it active again. |
| Delete an item | Nothing changes in QuickBooks. Hide the item instead if you want it inactive there too. |
Changes are sent right away, and an hourly sync picks up changes that weren't sent, such as prices changed with Adjust prices. An item that failed with an error is held back until you retry it (see below).
What syncs and what doesn't
| Field | Sent to QuickBooks? |
|---|---|
| Name (first 100 characters) | Yes |
| Description | Yes |
| Price | Yes |
| Taxable | Yes |
| Show in pricebook (active or inactive) | Yes |
| Type and Income Account | Only when the product is first created. Change them in QuickBooks afterwards. |
| Cost | No |
| Category | No |
| Photos | No |
Nothing flows back. Products you add or edit in QuickBooks don't change your Run a Call pricebook. To bring existing QuickBooks products in as pricebook items, use the import on the QuickBooks integration page when you connect.
Fixing sync problems
| Problem | What to do |
|---|---|
| No income account configured | Choose an Income Account in your QuickBooks settings, then edit the item (any small change) to send it again. |
| QuickBooks already has a product with this name linked to another pricebook item here | Two of your items have the same name apart from capital letters (for example Permit Fee and Permit fee). Rename or remove the duplicate, then edit the item to retry. |
| An item with a blank name, or a name that's only dashes | It's skipped. Give it a real name. |
| Any other error | The item is listed under records need attention on the QuickBooks integration page, with the reason. Fix the cause, then click Retry on that row (or Retry all). Editing the item doesn't resend it while it's in that list. |
For errors across all records, see Resolving common QuickBooks errors.