How to Get the Product List

When someone asks for "the product list", "the master list", or "what we sell right now", this is where it comes from and how to get it.

The export is the product list

The product list is the spreadsheet you export from the Items page. It is read from QuickBooks at the moment you press Export, one row per product, and it is the same file the app uses to make changes. There is no other list to keep in step with it.

That matters because there used to be several: MOM's inventory list, whatever was typed into QuickBooks, and whatever was typed into HubSpot, and they drifted. Now the export is the one to hand to someone, the one to check against, and the one to correct. If you have an older copy, export again rather than trusting it: the file carries an Export ID that says exactly when it was taken.

Where the list came from in the first place, and how it gets refreshed from the warehouse system, is in What happens during rollout product push.

Get it

1. Open Main, then Items. Check the banner: it names the QuickBooks company the list will come from. For the real list that is the live company, not a test one.
2. Press Export Items from QBO and wait for the status line. The download dialog opens on its own. (If an export was already taken recently and you only want the file, press Download Latest Export instead; the dialog shows the file's timestamp.)
3. Under Rows, leave All rows.
4. Under Columns, tick what you need. For a plain product list tick Item Name, Sales Price, Item type and Active. Tick the whole file if you want everything, including accounts, bundle contents and supplier terms.
5. Press Download.

Tick Include inactive items before exporting if you also want products that have been taken out of use. Otherwise the list is active products only.

What is in it

• Item ID and SKU: the product's code, the same in both systems. Marked DO NOT EDIT because it is how rows are matched.
• Item Name, Description, Sales Price, Unit Cost: what they say.
• Service Item: true for services and subscriptions, false for stocked products.
• Active: true means part of the live catalog. See the Active column in Updating the Product Catalog.
• Discontinued: MOM's own note; informational.
• Quantity On Hand: the QuickBooks stock count at the moment of export. Treat it as a snapshot, not a live figure.
• Income / Inventory Asset / COGS Account Number: where the product posts in QuickBooks.
• Is Bundle / Is Breakout / Bundle SKUs / Breakout SKUs / Price Tiers: how kits and volume pricing are built. See Bundle counts and pricing.
• Export ID: which export the sheet came from. Leave it alone.

Reading it as "the list"

• Each SKU appears once. There are no duplicates in a fresh export.
• A product that is on this list but not in HubSpot, or the other way round, shows up on the Reconcile page (from Items, press Compare now, then tick "only in QuickBooks" or "only in HubSpot"). That page is read-only.
• One SKU, --, is a placeholder QuickBooks uses for invoice lines with no product. It is never in the list.

If you want to change something you see

Do not edit a copy you have been sitting on. Follow Product Catalog Walkthrough: export, download only the rows and columns you mean to change, edit, drop, review, apply.