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Set price rules in QuickBooks Online

SOLVEDby QuickBooks86Updated March 15, 2024

Learn how to set price rules for specific customers and projects in QuickBooks Online Plus.

Price rules let you offer different prices (in both home and foreign currencies) on the same product or service for different customers. Once you set a price rule, QuickBooks automatically populates the correct custom price each time you create an invoice, sales receipt, sales order, or credit memo for the customers and/or projects you included in the rule. This saves you time and you can still adjust prices manually in any individual form if you need to.

Note: You can only set up and apply pricing rules when using QuickBooks Online in a web browser, as the feature isn't available in the mobile app. Be careful if you sell products or services with pricing rules on the mobile app: the rule won't apply.

Step 1: Turn on price rules

  1. Navigate to Settings ⚙ and select Account and Settings or Company Settings.
  2. Select the Sales tab.
  3. Select Edit ✎ in the Products and services section.
  4. Select the Turn on price rules checkmark.
  5. Select Save, then Done.

Step 2: Create a price rule

  1. Navigate to Settings ⚙, then select All Lists.
  2. Select Price Rules.
  3. Select Create a rule. After your first rule, select New price rule.
  4. Give your rule a name.
  5. Select the currency you want to use for the new price rule, if applicable.

There are several ways you can customize price rules:

  • Set when the rule is active in the Start date and End date fields.
  • Price rules apply to all of your customers by default. If you want it to apply only to specific customers, select the Customers▼ dropdown, then Select individually. Then select Add customer.
  • Price rules apply to all products and services by default. If you want it to only apply to specific types, select the Products or services ▼ dropdown, then select the type.
  • Use the Set sales price or rate by, Percentage, and Rounding ▼ dropdowns to decide how much you want to increase or decrease prices by.

When you're ready to apply your customizations, select Apply rule. You'll see the adjusted prices of each item based on your customizations in the Adjusted price column. Select Save and close to save your rule.

Frequently asked questions

How do I apply price rules to an invoice or transaction?

When creating an invoice, the price rule will automatically be applied as you add items. You can override the price rule by selecting the rate and seeing all active price rules.

What happens if the customer/item combination selected is eligible for more than one price rule?

The default sales rate for that item will be displayed with an indicator next to the rate field which reads "There are multiple price rules that apply to this product or customer."

To resolve this, use the drop-down on the rate field and select which rule you want to use. Alternatively, you can enter a completely different rate.

Can you create a discount in a foreign currency?

Yes. When you choose a different currency when creating your price rule, you can also indicate any discounts you’d wish to apply to the price rule, as well.

How do I use price rules on inventory bundles?

Bundles are just a grouping of items: you can't add a bundle to a price rule. However, if you add the items that are in a bundle to a price rule and then add the bundle to an invoice, it will show the price recommended by the price rule.

Can I use price rules on recurring sales transactions?

Recurring sales transactions will maintain the rate of the item as it was when the recurring transactions were created. For example, if you used a price rule when creating the recurring transaction it will continue using that same rate until the rate is edited on the recurring transaction.

If a price rule expires or the rates are changed the recurring transaction previously set up will not be affected.

How many price rules can we have?

There is no limit in creating price rules, however fewer than ten thousand works best within the product.

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