QuickBooks Online doesn't have a feature called a price book. Your price book is the Products and Services list. In the current menu it's under Sales & Get Paid → Products and Services (open All Apps if you don't see it), and older layouts put it under the gear icon. Every item there carries one sales price, so that list is the price list your estimates and invoices pull from.
This guide covers where the list is, which fields on an item actually set the price, the two ways to charge different customers different prices, and how to update a lot of prices at once without retyping them.
Where the price book lives in QuickBooks Online
- Products and Services list: Intuit's help page for setting up items (updated August 2026) gives the path as All Apps → Sales & Get Paid → Products and Services. Older setups and many forum answers say Settings ⚙ → Products and Services. It's the same list either way.
- Price rules, if your plan has them, live in a different place: Settings ⚙ → All Lists → Price Rules.
- Bulk import is under Settings ⚙ → Import Data → Products and Services.
If a search for "pricebook" in QuickBooks finds nothing, that's why. The word isn't in the menu.
The fields that set a price
| Field on the item | What it does for pricing |
|---|---|
| Type | Service, Non-inventory or Inventory. Inventory also needs quantity on hand and an inventory asset account. |
| Name and Category | What your office picks on an estimate. In an import file, a category is written as a prefix with a colon, like Water Heaters:Tank install 50 gal. |
| Sales price/rate | The single default price filled in on estimates and invoices. You can leave it blank for work you price job by job. |
| Income account | Where the sale is booked. QuickBooks requires one on every item. |
| Cost and Expense account | The purchase side, for items you buy. The cost isn't linked to the sales price, so a cost increase doesn't raise the price. |
| SKU | Optional. Useful for matching supplier part numbers. |
That last point matters most for trades. When a supplier raises copper fittings 8%, you can enter the new cost in QuickBooks, but the sales price stays where it was until someone changes it.
Different prices for different customers
One item has one sales price. There are two ways to charge some customers more or less:
- Price rules. Intuit's help page (updated August 2026) describes price rules as a Beta feature. It isn't available in Simple Start or Essentials, and only some accounts can turn it on. If yours can, go to Settings ⚙ → Account and Settings → Sales → Products and services and check Turn on price rules Beta. A rule raises or lowers prices for all customers, specific customers or a customer type, for selected items, with an optional start and end date. If two rules match the same line, QuickBooks warns you and makes you choose. Recurring transactions keep the rate they had when they were created.
- Separate items. If you can't use price rules, make a second item, such as
Service call – member. It's clumsy, but it works on every plan and the price is clear on the invoice.
How to update many prices at once
QuickBooks Online has no built-in "raise everything 6%" button. People have asked for one in Intuit's own community forum for years. The method Intuit's team gives there is to export, edit the spreadsheet, and import it again:
- Export the Products and Services list to a spreadsheet.
- Change the Sales price/rate column. Don't touch the names.
- Import it at Settings ⚙ → Import Data → Products and Services, and check the box to overwrite values for items with an identical name.
There are three catches. QuickBooks can only match a row to an existing item when the name is identical. You can import at most 1,000 rows per file. And the overwrite can't be undone, so keep a copy of the export you started from.
Worked example: a 6% increase on a 1,200-item list
This is an illustration, not real shop data. A shop raises service prices 6% and rounds to whole dollars:
| Item | Current price | +6% | Rounded price in the file |
|---|---|---|---|
| Service call | $89.00 | $94.34 | $95 |
| Capacitor replacement | $65.00 | $68.90 | $69 |
| Condensate pump install | $285.00 | $302.10 | $302 |
With 1,200 items, that's two imports: rows 1–1,000, then the other 200. Put the formula in a new column, paste the results back over the price column as values, and check a few names against QuickBooks before uploading. An extra space or changed punctuation in a name can stop that row from matching.
Keeping the price book current
The spreadsheet method works, but it's a one-off. The next supplier increase means the same export and edit again, and nothing records which prices you changed on purpose. A routine helps:
- Pick a review date, such as quarterly or whenever a major supplier sends a price letter. Our price book audit checklist covers what to check.
- Compare each item's cost to its sales price, not just the price on its own. Price rules don't do this for you. How to adjust pricing when material costs rise walks through the math.
- Keep the master list somewhere you can edit in bulk and see history, then send it to QuickBooks.
That last step is what Pricebookr does. You keep the catalog there, with markup schedules by cost band and separate price books for retail and member pricing. Then you download a file built for the QuickBooks Products and Services importer: names come out as Category:Name, services export as Service and products as Non-inventory, and the price comes from the price book you pick. The handoff to QuickBooks is an export file, not a live sync. The QuickBooks export guide covers the one-time account setup and the field mapping. If you're starting from scratch, start with how to build a price book.
FAQ
Does QuickBooks Online have a price book?
Not by that name. The Products and Services list is the price book: each item has a sales price that fills in on estimates and invoices. In the current menu it's under Sales & Get Paid → Products and Services. Older layouts put it under the gear icon. Price rules, where available, adjust those prices for certain customers or dates.
Can I raise all my prices by a percentage in QuickBooks Online?
There's no built-in percentage change for the whole list. Export the Products and Services list, calculate new prices in the spreadsheet, and import the file with overwrite turned on for items with identical names. Each file can have at most 1,000 rows, and the import can't be undone, so save the original export first.
Why didn't my import change the prices?
The overwrite only applies to items whose name in the file is identical to the name in QuickBooks, and only when you check the overwrite option. Compare a few names for extra spaces, changed punctuation or a missing category prefix. Then re-import a small test file of five items before running the full list.
Can I keep separate retail and member prices in QuickBooks Online?
Yes, either way. Price rules, a Beta feature not available in Simple Start or Essentials, can raise or lower prices by customer or customer type. On any plan, you can create separate items such as "Service call – member" with their own sales price. Separate items are clumsier, but the price is clear on every invoice.