# How to Set Up Price Rules With Advanced Pricing in QuickBooks Desktop Enterprise

> Turn on Advanced Pricing in QuickBooks Desktop Enterprise, build price rules with conditions, dates and overrides, then edit, disable or delete them.

- URL: https://logistify.ai/guides/quickbooks-desktop/advanced-pricing-price-rules/
- Section: QuickBooks Desktop Guides, Sales orders & pricing
- Applies to: QuickBooks Desktop Enterprise
- Steps checked against: Intuit's QuickBooks Desktop help articles, updated August 2026
- Updated: 2026-10-21

**Short answer:** To set up price rules with Advanced Pricing in QuickBooks Desktop Enterprise, turn it on at Edit > Preferences > Sales & Customers > Company Preferences. Then go to Lists > Price Rule List and select Price Rule > New. Intuit says Advanced Pricing comes with the US Enterprise Platinum subscription. Turning it on converts your price levels into price rules.

## Before you start

- Intuit says Advanced Pricing comes with the US version of QuickBooks Desktop Enterprise on a Platinum subscription. In Canada, it's an add-on you buy.
- Turning it on changes the price levels in your company file into price rules. We suggest making a backup first.
- Intuit's list limits for QuickBooks Desktop for Windows allow up to 100,000 price rules in Enterprise.
- A rule's conditions can cover items, customers, classes or sales reps. If you want rules by product line, we suggest setting up item categories first.
- If your subscription ends and you use view-only mode, Intuit says Advanced Pricing must be off. You can't open the Price Rule List there.

Still on price levels? How to [set up price levels and customer-specific pricing](https://logistify.ai/guides/quickbooks-desktop/price-levels-customer-pricing/) covers them. For rules by product line, see how to [use item categories in QuickBooks Desktop Enterprise](https://logistify.ai/guides/quickbooks-desktop/item-categories-enterprise/). For what each subscription includes, see [QuickBooks Desktop Enterprise editions compared](https://logistify.ai/compare/quickbooks-desktop-enterprise-editions/).

## Step 1: Turn on Advanced Pricing

1. Go to Edit > Preferences.
2. Select Sales & Customers, then the Company Preferences tab.
3. Under Custom Pricing, select Enable Advanced Pricing.
4. Choose how QuickBooks rounds prices. The options are Don't round prices, Use the same rounding across all price rules, or Set rounding on each price rule.
5. If you chose the same rounding for all rules, pick the rounding option. Then select OK.

If you're unsure about rounding, Set rounding on each price rule lets you decide rule by rule. For the backup, see how to [back up and restore a QuickBooks Desktop company file](https://logistify.ai/guides/quickbooks-desktop/back-up-restore-company-file/).

## What happens to your existing price levels

When Advanced Pricing goes on, QuickBooks turns the price levels in the file into price rules. Intuit's article stops there. It doesn't show how a level's settings map onto a rule, or say whether you can switch Advanced Pricing off later.

So we suggest three precautions:

- Before you turn it on, write down each price level, its prices and the customers assigned to it.
- Afterwards, open Lists > Price Rule List and review each converted rule's conditions and price change.
- Test a few customers on a draft invoice, as in Step 3, before your team enters new orders.

## Step 2: Create a price rule

1. Go to Lists > Price Rule List.
2. Select Price Rule, then New.
3. Type a Price Rule Name and a short Description your team will recognize.
4. Select Add (+) to add a condition. Choose whether it applies to Item, Customers, Class or Sales Reps, then choose what it covers.
5. Select Add (+) again for each further condition.
6. In From, enter the date the rule takes effect. In To, enter the date it expires.
7. Set the price change: a percent or an amount, up or down, starting from the item's base price or its cost.
8. Select Exclusive Rule if this rule must never be combined with other rules.
9. Select Price Overrides to set a custom price for specific items, outside the rule's change.
10. Select OK.

Intuit's article doesn't say whether a rule with several conditions needs all of them to match, or only one. We suggest trying each new rule on a draft invoice before you rely on it.

### Base a rule on an item category

With item categories in place, select + and choose Items, then Category, and pick the category. Intuit says to choose a real category, not Uncategorized. The rule then covers every item assigned to that category.

### Our examples to adapt

| Our example goal | Condition | Price change |
| --- | --- | --- |
| Dealers pay less than list | Customers: your dealer accounts | Decrease by a percent from base price |
| A one-month promotion on a product line | Items: the category, with From and To set to that month | Decrease by a percent or an amount |
| Cost-plus pricing for one part of the business | Class | Increase by a percent from cost |
| A fixed contract price on one item | Any condition, plus Price Overrides | A custom price for that item |
| A sales rep's deal that mustn't stack with others | Sales Reps | Your change, with Exclusive Rule selected |

*These are our examples, not Intuit's. They use only fields named in Intuit's Advanced Pricing and item category articles. Test each one on a draft invoice before you rely on it.*

If you don't track classes yet, see how to [set up class tracking](https://logistify.ai/guides/quickbooks-desktop/set-up-class-tracking/) first.

## Step 3: Check that the rule applies

1. Go to Customers > Create Invoices.
2. Set the invoice date inside the rule's From and To dates.
3. Choose a customer and add an item the rule covers.
4. Select the tooltip. The Applied Price Rules dialog box shows the price rule QuickBooks applied.
5. If it was only a test, we suggest closing the invoice without saving.

## Step 4: Edit, disable or delete a price rule

1. Go to Lists > Price Rule List.
2. Right-click the rule.
3. Choose Edit Price Rule to change it, Make Price Rule Inactive to switch it off, or Delete Price Rule to remove it.

We suggest making a rule inactive rather than deleting it when you might use it again, such as a seasonal promotion. Keep Delete Price Rule for rules you'll never need.

## How rules interact, as Intuit documents it

- QuickBooks never combines an Exclusive Rule with any other rule.
- When a billing rate and a price rule both cover an item, QuickBooks uses the billing rate.
- Estimates that use the markup column, and invoices created from them, ignore price rules.
- Intuit's article doesn't give a priority order for overlapping rules that aren't exclusive. If two rules could hit the same line, test the result on a draft invoice.

## Quantity discounts

Advanced Pricing also adds quantity breaks on single items, from the Qty Discount button on the item record. Intuit's example is 5% off from 20 units and 10% off from 30. The steps are in our [price levels guide](https://logistify.ai/guides/quickbooks-desktop/price-levels-customer-pricing/).

QuickBooks counts the quantity on each line, not across the form. Ten units entered as two lines of five, such as from two sites, won't earn a 10-unit break. Intuit says to enter that discount by hand.

## Why a price rule isn't applying

- The transaction date falls outside the rule's From and To dates.
- The item sits in Uncategorized, or in a different category from the one the rule names.
- A billing rate covers the item, so the billing rate wins.
- The form is an estimate with the markup column, or an invoice made from one.
- Someone made the rule inactive in the Price Rule List.
- A quantity break is split across two or more lines.

## Where QuickBooks Desktop leaves the work to you

- Someone has to turn each contract, promotion and dealer agreement into a rule with the right conditions and dates.
- Overlapping rules have to be tested by hand, because Intuit doesn't publish a priority order for them.
- If you want the Price Rule List to stay readable, someone has to make finished promotions inactive.
- When a customer's purchase order shows a price, someone has to compare it with the price QuickBooks fills in.

## How Logistify helps

Logistify doesn't set up or apply price rules or price levels. The [Sales Order Service](https://logistify.ai/agents/sales-order/) enters customer orders that arrive by email, PDF, WhatsApp, SMS, voicemail or paper into QuickBooks Desktop as sales orders, with a person reviewing exceptions. Your team keeps managing the Price Rule List.

## Frequently Asked Questions

### Which QuickBooks Desktop Enterprise subscription includes Advanced Pricing?

Intuit says Advanced Pricing comes with the US version of Enterprise on a Platinum subscription. In Canada, it's an add-on you buy.

### What happens to my price levels when I turn on Advanced Pricing?

QuickBooks converts them into price rules. Intuit's article doesn't say whether you can switch back, so we suggest backing up the file first.

### How many price rules can QuickBooks Desktop Enterprise hold?

Up to 100,000, according to Intuit's list limits for QuickBooks Desktop for Windows.

### Can a price rule cover a whole product category?

Yes. Add an Items condition, choose Category and pick the category, but not Uncategorized.

### What does Exclusive Rule mean in QuickBooks price rules?

QuickBooks never combines an exclusive rule with any other rule. Intuit doesn't document a priority order for rules that aren't exclusive.

### How do I turn off a price rule without deleting it?

In Lists > Price Rule List, right-click the rule and choose Make Price Rule Inactive.

## Sources

- [Intuit: Set up and use Advanced Pricing in QuickBooks](https://quickbooks.intuit.com/learn-support/en-us/help-article/new-subscriptions/use-advanced-pricing/L9ikVVhqq_US_en_US)
- [Intuit: Use item categories in QuickBooks Desktop Enterprise](https://quickbooks.intuit.com/learn-support/en-us/help-article/inventory-management/inventory-categories-quickbooks-desktop-enterprise/L9P3ArO3n_US_en_US)
- [Intuit: Maximum number of list entries (list limits)](https://quickbooks.intuit.com/learn-support/en-us/help-article/list-management/maximum-number-list-entries-list-limits-custom/L0q0uTz3u_US_en_US)
- [Intuit: Renew your subscription or use view-only mode in QuickBooks Desktop](https://quickbooks.intuit.com/learn-support/en-us/help-article/cancel-products-services/renew-subscription-use-view-mode-quickbooks-2023/L4IUEYTMg_US_en_US)