Sync Pricebook with QuickBooks

How pricebook items sync with QuickBooks Online Items: what JobsiteOn sends, what comes in from QuickBooks, and how to troubleshoot common sync issues.

Written by Chloe NguyenUpdated over a week ago4 min readBeginner

What this guide covers

This guide explains how pricebook items sync between JobsiteOn and QuickBooks Online. Understanding the sync behavior helps you maintain consistent data across both systems.

How the sync works

When the QuickBooks integration is connected and Products & services is turned on under Sync settings on the QuickBooks page:

Items on the main Pricebook list sync with Items in QuickBooks Online, whatever their type.
JobsiteOn sends an item to QuickBooks when it isn't there yet: when you connect or reconnect, and each time you click Sync now. After that, edits you make to the item in JobsiteOn aren't sent to QuickBooks.
Items added or edited in QuickBooks come into your pricebook.
Services and parts you create with New item are kept apart from the main Pricebook list and don't go to QuickBooks.

What data syncs

JobsiteOn Field	QuickBooks Field
Item Name	Name
SKU	SKU
Description	Description
Default Price	Rate/Amount
Cost	Purchase cost
Taxable	Taxable
Active	Active
Type (service)	Service type
Any other type	Non-inventory

QuickBooks item names can be up to 100 characters. For a longer name, JobsiteOn sends the first 97 characters plus "..." and keeps the full name in JobsiteOn.

Items added in QuickBooks come into your pricebook by type: a Service becomes a service, a Non-inventory item becomes a material, and an Inventory item becomes a part. Only active items are brought in. Category and bundle items aren't brought in, and neither is the "JobsiteOn Services" item that JobsiteOn adds to QuickBooks for invoice lines that have no pricebook item. A QuickBooks item with no SKU gets one that starts with QB-.

Screenshot: A side-by-side view of a pricebook item in JobsiteOn and the corresponding Item in QuickBooks Online.

Sync direction

JobsiteOn to QuickBooks: a new item goes to QuickBooks the next time you click Sync now. Later edits to an item that's already in QuickBooks, including archiving it, stay in JobsiteOn.
QuickBooks to JobsiteOn: QuickBooks tells JobsiteOn when an item is added or edited, and the change usually shows up within a few minutes. The name, description, price, cost, taxable setting and active status come in. A daily check catches anything missed, and Sync now runs that check right away.

When an item changes in QuickBooks, JobsiteOn applies the change unless the item was edited in JobsiteOn more recently. In that case JobsiteOn keeps its own version, and QuickBooks keeps its version too.

Initial sync

When you first connect QuickBooks:

Pricebook items that aren't in QuickBooks yet are sent, up to 2,000 at a time. Each one is matched to a QuickBooks item with the same SKU, or failing that the same name, and that QuickBooks item is updated with the JobsiteOn details. Items with no match are added to QuickBooks.
Active QuickBooks Items are brought into your pricebook. This runs within about an hour of connecting, or right away when you click Sync now.
A QuickBooks item with the same SKU (or, without a SKU match, the same name) as one pricebook item that isn't linked yet is linked to it instead of being added twice.

Troubleshooting

An item is not syncing

Check that Products & services is turned on for QuickBooks.
On the QuickBooks page, click View log and look for a failure on that item.
If the item is already in QuickBooks, JobsiteOn doesn't send later edits. Make the change in QuickBooks too.
If it's a service or part you created with New item, it doesn't sync with QuickBooks.
QuickBooks needs at least one income account before JobsiteOn can add items. Add one in QuickBooks and click Sync now.

Prices do not match between systems

JobsiteOn doesn't send price changes for items that are already in QuickBooks. To line them up, change the price in QuickBooks. The change then comes into JobsiteOn.

Tip: Designate one system as the source of truth for pricing. Because JobsiteOn only sends new items, manage prices for items that are already in QuickBooks in QuickBooks.

Note: Archiving or restoring an item that's already in QuickBooks doesn't change QuickBooks. Making an item inactive in QuickBooks marks it inactive in JobsiteOn, and making it active again there reactivates it. Nothing is deleted.

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