QuickBooks Online Price Rules

How to Alter the Price

A price rule will modify the sales price/rate of a product or service. When you create a product or service item, you can enter the base price/rate there.

QuickBooks Online Price Rules

A price rule will alter that base sales price/rate when it is applied in a sales transaction. The rule will modify the base price/rate up or down by a percentage, up or down by an amount, or you can enter a specific price override for an item.

QuickBooks Online Price Rules

The fields that are displayed in the price rule window will change, depending on which of these options you pick.

If you select Percentage, you can specify that the rule will increase or decrease the base price/rate, the percentage to use, and specify the type of rounding to use.

QuickBooks Online Price Rules

If you select Fixed amount, you have similar options. The base price/rate will be modified by the amount you specify.

QuickBooks Online Price Rules

There is a good selection of rounding options: no rounding, to the next increment of (.05, .10, and so forth up to 1.00), or to price ending with a specific value (.49, .79, .88, .89, .98, .99). I would have preferred to be able to enter my own “specific value” instead of picking from the list, but this is a reasonable compromise.

If you pick Custom price per item, the Products and Services tab of the price rule will display the item records, and you can enter a specific price for each item that is shown, at the right.

QuickBooks Online Price Rules

When you create a new rule with this option, the Adjusted Price column will be populated with the current sales price for that item.

Interestingly, note that you have an Adjusted price column for the items, even if you specify percentage or fixed amount. That is, you can still override the calculated price for a specific item within this price rule. I’m a bit concerned about this, as I’ll discuss later.

It is important to note that in all cases, as long as you don’t enter an adjusted price for an item, the calculated price for any of these rules will always reflect the current sales price/rate found in the product/service item record. The only way to fix a price so it won’t change is to enter an adjusted price.

Specifying Which Customers/Items the Rule Applies To

By default, a price rule will apply to all items in sales transactions for all customers. If you wish, you can limit the customers, and/or the product/service items, that the rule will apply to. In addition, you have the option to set up a time-sensitive price rule by using either or both of the Start date and End date. Use these to create something like a special holiday price.

Select customers lets you select all customers, individual customers, or customers by Customer type. I will discuss Customer types later.

QuickBooks Online Price Rules

If you choose Select individually, the display at the bottom of the price rule changes. Instead of listing all customers, it will list just the customers that the price rule applies to. Click Add customer to add a customer to this list.

QuickBooks Online Price Rules

Select products or services allows you to select all products and services, just those items of a particular item type, or to select individually.

QuickBooks Online Price Rules

If you choose Select individually, you have a similar display as we had with customers. You can build your list by clicking the Add product or service button.

QuickBooks Online Price Rules

About the author

Charlie Russell

Charlie Russell has been involved with the small business software industry since the mid 70's, and remembers releasing his first commercial accounting software product when you had an 8-bit microcomputer with one 8 inch floppy disk drive. He has a special interest in inventory and manufacturing software for small businesses. Charlie is a Certified Advanced QuickBooks ProAdvisor with additional certifications for QuickBooks Online and QuickBooks Enterprise, as well as being a Xero Certified Partner. Charlie started blogging about QuickBooks in 2008 (Practical QuickBooks) and has been writing for the Accountex Report (formerly the Sleeter Report) since 2011. He retired from accounting and QuickBooks activities in early 2018.

Visit his CCRSoftware web site for information about his QuickBooks add-on products. He is also the author of the California Wildflower Hikes blog.


  • Hi Charlie,

    I was searching how to delete the Multi transactions from the register in QuickBooks Online. But I just reached for your this post. I ready out how we can set price rules at advanced level to save time and we can do our task too quickly

    Its again, really great feature from QuickBooks Online Engineers. I like your effort of writing a great post to keep the update to QuickBooks Online Accountants and users. I want you will keep writing useful tips for QuickBooks users

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