QuickBooks Products and Services in your QuoteCloud library
Your QuickBooks Products and Services list already has your items, SKUs and prices. Import it into the QuoteCloud product library once, then a Zap adds each new item by its SKU, so quotes and invoices name the same things.
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Import your item list into QuoteCloud's product library once from a CSV, then build a Zap with QuoteCloud's Zapier app, on Essentials and up: QuickBooks Online's New Product trigger runs QuoteCloud's Find or Create Product, which matches on the SKU. QuickBooks has no trigger for changed items, so price changes need a plan of their own.
Last reviewed by the QuoteCloud team
Two overlapping panels with sample data. Behind, Larkspur Garden Co.'s QuoteCloud product library: spotted gum terrace, sandstone steppers, layered planting, buffalo turf, drip irrigation and path lighting, each with a SKU, price and cost, and a new kangaroo paw item with no cost. In front, an illustration of Larkspur's QuickBooks Products and Services list with the same SKUs and prices, the kangaroo paw marked as new and copied to QuoteCloud by a Zap, and a bundle.
Why match the two product lists on SKU?
Larkspur Garden Co. keeps 216 items in QuickBooks Online: plants, materials and labour. Noah Field quotes from QuoteCloud's product library, so a garden proposal lists the same spotted gum terrace at the same $360 per m² the books know.
When both lists share SKUs, every other Zap gets easier: the invoice Zap can look each line up with Find Products and land sales on the right QuickBooks item, and a new item added in QuickBooks reaches QuoteCloud without anyone typing it twice.
- Start with one CSV import of your item list into the QuoteCloud product library.
- Then let a Zap add each new QuickBooks item, matched on its SKU.
- The product library is on Essentials and up.
How do new QuickBooks items reach the QuoteCloud product library?
One step after the trigger. The SKU is what keeps it from making doubles.
ZapNew QuickBooks item: find or create the product
-
When
QuickBooks OnlineTriggerNew ProductFires when a product or service is created in QuickBooks Online.Passes on
- Name
- SKU
- Sales price
- Description
- Category
- Only if Filter by ZapierFilterOnly continue if the item has a SKU and isn't a bundle.
-
Then
QuoteCloudSearchFind or Create ProductFinds the product by its exact SKU; creates it only when there's none.Searches on
- Product SKU
- Product Short Name (Unique)
- Pricing Table Line Item Name
- Description
- Price
- Folder Name
The same job can be built in Make, bring your own: Make's built-in OAuth connection to QuoteCloud and QuoteCloud's API or Zapier endpoints, beside Make's own QuickBooks modules.
On Thursday morning Noah adds kangaroo paw in 140 mm pots to QuickBooks at $19.00, SKU PL-KP140. A minute later it's in the QuoteCloud library under Planting, ready for the next proposal.
Result
New items are quotable the day they're added to the books, under the same SKU and price.
QuoteCloud's Zapier app and product library: Essentials and up
Pricing and products for landscapersOne item, two lists, the same SKU
Larkspur's QuickBooks items and its QuoteCloud product library after the Zap ran.
CSV import larkspur-items.csv · 214 products imported on Mon 5 Oct
| Product | Price | Unit | Cost | Margin | Status |
|---|---|---|---|---|---|
| Kangaroo paw, 140 mm potPL-KP140 · Planting | $19 | each | — | — | Active |
| Spotted gum terraceHS-DECK-SG · Hardscape | $360 | per m² | $214 | 41% | Active |
| Sandstone steppersHS-STEP-600 · Hardscape | $95 | each | $52 | 45% | Active |
| Layered planting, 200 mm potPL-200 · Planting | $32 | each | $14 | 56% | Active |
| Buffalo turf, laidTF-BUF · Turf | $26 | per m² | $13 | 50% | Active |
| Drip irrigation, 2 zonesIR-DRIP2 · Irrigation | $1,640 | each | $910 | 45% | Active |
| Terrace & path lighting, 6 lightsLT-PATH6 · Lighting | $1,480 | each | $820 | 45% | Active |
Cost and margin are for your team only: they never appear in the client's document
Zap
- New Product
- Find or Create Product
Products and servicesLarkspur Garden Co.216 items · sample list
| Name | SKU | Type | Sales price |
|---|---|---|---|
| Kangaroo paw, 140 mm pot New: copied to QuoteCloud by a Zap | PL-KP140 | Non-inventory | $19.00 |
| Spotted gum terrace | HS-DECK-SG | Service | $360.00 |
| Sandstone steppers | HS-STEP-600 | Non-inventory | $95.00 |
| Layered planting, 200 mm pot | PL-200 | Non-inventory | $32.00 |
| Buffalo turf, laid | TF-BUF | Service | $26.00 |
| Garden makeover bundle | BN-MAKEOVER | Bundle | Its items |
History
- Kangaroo paw, 140 mm pot addedBy Noah FieldThu 29 Oct · 9:02 am
Illustration with sample data: a generic accounting record, not QuickBooks Online’s screen.
The QuickBooks list is our illustration of a generic accounting record with sample data, not QuickBooks Online's screen. Every business here is fictional.
Where do QuickBooks items and QuoteCloud products differ?
They overlap on name, SKU, description and price. The rest is honest homework before you switch a Zap on.
Only new items trigger
QuickBooks' Zapier app has New Product but no trigger for a changed item, so a price change in QuickBooks doesn't reach QuoteCloud by itself.
Cost stays behind
QuickBooks items can carry a cost. QuoteCloud's Create Product fields have none, so add costs in QuoteCloud if you want margins on quotes.
Bundles don't copy
A QuickBooks bundle is a group of items. Filter bundles out, and rebuild them as QuoteCloud product bundles (Business) or template packages.
Categories vs folders
Map the QuickBooks category to Folder Name. QuoteCloud's Sub Folder levels have no QuickBooks match, so set them by hand.
Tax lives in QuickBooks
QuickBooks' Is Taxable? flag applies to US companies only. QuoteCloud prices are before tax; the price table adds tax on the document.
Images and wording
QuoteCloud products can carry images, a line label and a note for clients. QuickBooks has none of those, so enrich new products in QuoteCloud.
Which list should be the master for prices?
Pick one, and change prices only there. If QuickBooks is the master, re-run a CSV import into QuoteCloud after a price review: the Zap only adds new items.
If you'd rather price in QuoteCloud, QuoteCloud's Product Changed trigger fires when a product is created, updated, activated or deactivated. A Zap can find the QuickBooks item with Find Product on the SKU and run Update Product with the new price.
- Never run both directions on price: the two Zaps would overwrite each other.
- Documents already sent keep their own price tables.
CSV import larkspur-items.csv · 214 products imported on Mon 5 Oct
| Product | Price | Unit | Cost | Margin | Status |
|---|---|---|---|---|---|
| Kangaroo paw, 140 mm potPL-KP140 · Planting | $19 | each | — | — | Active |
| Spotted gum terraceHS-DECK-SG · Hardscape | $360 | per m² | $214 | 41% | Active |
| Sandstone steppersHS-STEP-600 · Hardscape | $95 | each | $52 | 45% | Active |
| Layered planting, 200 mm potPL-200 · Planting | $32 | each | $14 | 56% | Active |
| Buffalo turf, laidTF-BUF · Turf | $26 | per m² | $13 | 50% | Active |
| Drip irrigation, 2 zonesIR-DRIP2 · Irrigation | $1,640 | each | $910 | 45% | Active |
| Terrace & path lighting, 6 lightsLT-PATH6 · Lighting | $1,480 | each | $820 | 45% | Active |
Cost and margin are for your team only: they never appear in the client's document
Field map for the product Zap
| QuickBooks Online: QuickBooks Online field | Direction | QuoteCloud: QuoteCloud field | Goes into | Example (sample data) | Note |
|---|---|---|---|---|---|
| SKU | QuickBooks Online to QuoteCloud | Product SKU | Search value | PL-KP140 |
Find or Create Product matches on it exactly. |
| Name | QuickBooks Online to QuoteCloud | Product Short Name (Unique) · Pricing Table Line Item Name | Library product | Kangaroo paw, 140 mm pot |
|
| Sales price/rate | QuickBooks Online to QuoteCloud | Price | Library product | 19.00 |
Before tax. |
| Description on sales forms | QuickBooks Online to QuoteCloud | Description | Library product | Red and green, full sun |
|
| Category | QuickBooks Online to QuoteCloud | Folder Name | Library product | Planting |
|
| Cost | QuickBooks Online to QuoteCloud | Not carried | Item field | — |
Add it in QuoteCloud if you show margins. |
All values are sample data.
Quote from the same list you book to
QuoteCloud's product library and Zapier app are on the Essentials plan and up. Start a free 14-day trial and import a test item list.
Line up the two lists in four steps
Give every item a SKU
In QuickBooks, make sure each item you quote has a unique SKU. It's the key every Zap matches on.
Import once
In QuoteCloud, open Products, click Import Product, upload a CSV of your items and map the columns.
Add the new-item Zap
QuickBooks' New Product, a Filter for items with a SKU, then QuoteCloud's Find or Create Product.
Choose the price master
Decide where prices change, and add the Product Changed Zap only if it's QuoteCloud.
Questions about products and services
Can QuickBooks Products and Services be used in QuoteCloud quotes?
Yes. Import your item list into the QuoteCloud product library once from a CSV, then a Zap adds each new item: QuickBooks Online's New Product trigger runs QuoteCloud's Find or Create Product, which matches on the SKU. Reps then add products to price tables from the library.
Will price changes in QuickBooks update QuoteCloud?
Not by themselves. QuickBooks' Zapier app triggers on new items, not changed ones. If QuickBooks is your price master, re-import after a price review. If you price in QuoteCloud, its Product Changed trigger can update the QuickBooks item with Update Product.
Do QuickBooks bundles become QuoteCloud bundles?
No. A QuickBooks bundle groups other items and doesn't copy as one product. Filter bundles out of the Zap and rebuild them in QuoteCloud as product bundles, on the Business plan, or as packages in your template.
Does adding products carry a QuoteCloud fee?
No. The per-document fee of US$2.00, $1.80 or $1.60 by volume is for documents created through Zapier or the API. Adding or updating products doesn't create a document. The product library and the Zapier app are on Essentials and up.
More on QuoteCloud and QuickBooks Online
Five use cases with the exact Zapier steps, then how to connect, test and what it costs.
- Turn signed quotes into QuickBooks invoicesWhen every signer has signed, a Zap finds the customer and creates the QuickBooks invoice, with the signed PDF attached.
- Accepted quotes as QuickBooks estimatesFor staged jobs: the signed proposal becomes an accepted QuickBooks estimate, ready to invoice stage by stage.
- Record QuoteCloud payments in QuickBooksDeposits paid in QuoteCloud become payments on the invoice; jobs paid in full become sales receipts.
- Keep QuickBooks customers and QuoteCloud contacts matchedNew QuoteCloud contacts found or created as QuickBooks customers, and new customers added to QuoteCloud.
- Connect QuickBooks Online to QuoteCloud, step by stepCheck the plans, connect QuoteCloud and QuickBooks Online in Zapier, build the invoice Zap and test it.
- QuoteCloud to QuickBooks Online field mapEvery field the QuickBooks Zaps on this site pass, which way it travels and a sample value.
- Test and troubleshoot the QuickBooks ZapsTest with a sample customer, then fix the usual problems: duplicate customers, tax that doesn't match, no invoice found.
- What QuoteCloud with QuickBooks Online can and can't doWhat the Zaps do, where they stop, Zapier or Make, and what we haven't confirmed yet.
- What the QuickBooks Online connection costsEssentials and up for Zapier. None of the recipes here creates a QuoteCloud document, so none carries the per-document fee.
- FAQAnswers to the questions bookkeepers and owners ask before connecting QuoteCloud and QuickBooks Online.
The same items in the quote and the books.
Start a free 14-day trial, import your QuickBooks items into the QuoteCloud product library and add new ones with a Zap.