Run a Call's pricebook can sync with QuickBooks Online's Products & Services list. The link means an invoice's line items land on the right QBO income account without any manual mapping.
How items get linked
When you connect QuickBooks (see Connecting your QuickBooks Online account) and turn on item sync, Run a Call:
- Maps existing pricebook items to QBO products by name.
- Surfaces a list of any items that didn't auto-match for you to map by hand.
- Creates QBO products for new pricebook items going forward (when enabled).
What syncs
| Field | Syncs |
|---|---|
| Name | Yes |
| Description | Yes |
| Unit price | Yes |
| Income account | Yes (mapped via category) |
| Unit cost | No (stays in Run a Call only — QBO has its own COGS handling) |
| Categories | No (no 1:1 QBO equivalent; used only for income-account mapping in QBO sync) |
| Images | No |
is_active | No (QBO has its own active/inactive flag, independent of Run a Call's) |
Direction of sync
The exact direction (one-way Run a Call → QBO, two-way, or sync on update) depends on your QBO integration settings. Check Settings → QuickBooks → Items for the toggles your account has.
In most shops:
| Source | Behavior |
|---|---|
| New items in Run a Call | Propagate to QBO on next sync. |
| New items in QBO | Don't usually flow back unless you specifically enable that direction. |
This is intentional: Run a Call is the source of truth for what techs see; QBO is the source of truth for the books.
Common mismatches
| Issue | What it means / fix |
|---|---|
| Name collisions | QBO already has a product called Service Call with a different price. Run a Call won't blindly overwrite; you'll get a mismatch on the sync log. |
| Income account not set | Items without a mapped income account fail to sync. Pick an account and retry. |
| Inactive in QBO, active in Run a Call | The item won't sync; reactivate in QBO first. |
When to re-link
If you bulk-import a pricebook from a spreadsheet, then connect QuickBooks afterward, the items won't be linked. Trigger a rebuild from Settings → QuickBooks → Items → Rebuild link. This re-runs the name-match against QBO and surfaces unmatched ones.