A Step-by-Step Workflow to Keep Inventory Levels Smart, Timely, and Sales-Ready #

Staying ahead of low inventory is essential for maintaining smooth operations, maximizing sales, and preventing missed opportunities at checkout. While register by ability business reflects real-time inventory levels, all item thresholds—including low-stock alerts and reorder points—are set and managed in QuickBooks Online, the system of record.

This guide outlines a clear, repeatable workflow for configuring low-stock alerts and reorder points in QuickBooks Online so your team can act quickly—and keep register synced and ready.

Why This Workflow Matters #

Setting reorder points and alerts allows your business to:

• Avoid stockouts and frustrated customers
  
• Simplify purchasing decisions with data-driven triggers
  
• Ensure inventory levels stay optimized at all times
  
• Keep register accurate without any manual tracking
  

Pro Tip: register displays current inventory levels but does not support alert configuration. All low-stock logic is set in QuickBooks and reflected passively in register.

10-Step Reorder Point & Alert Workflow: #

Use this 10-step process to set reorder thresholds that sync with register and help you make smarter restocking decisions.

1. Log Into QuickBooks Online

• Access your QuickBooks Online account with admin or inventory permissions.
  
• Navigate to the Sales tab > Products and Services.
  
• Ensure you are working in the correct company file.

2. Locate the Inventory Item

• Use the search bar or filter for Inventory-type items.
  
• Select the product you want to monitor for low-stock thresholds.
  
• Confirm the item is not marked as Non-Inventory or Service.

3. Open the Item Profile

• Click the item name to open full details.
  
• Review key fields including name, SKU, inventory asset account, and quantity on hand.
  
• This is where you’ll input your reorder threshold.

4. Enable Quantity Tracking (If Not Already Active)

• Make sure the checkbox for “Track quantity on hand” is selected.
  
• This enables QuickBooks to track inventory movement and reorder alerts.
  
• Save and continue if enabling this for the first time.

5. Set a Reorder Point

• In the Reorder Point field, enter the minimum quantity that should trigger reordering.
  
• Base this on your average sales velocity and lead time for replenishment.
  
• Example: If you sell 5 per week and restocking takes 2 weeks, set a 10 reorder point.

6. Review Current Quantity On Hand

• Check the Quantity on Hand and Reorder Point fields side-by-side.
  
• QuickBooks Online will flag the item as low stock when it falls to or below the reorder point.
  
• This flag will be visible in your Products and Services list.

7. Save and Close the Item

• Click Save and Close to apply your reorder threshold.
  
• The item is now actively monitored in QuickBooks Online for low inventory.
  
• Sync is automatic—no manual update needed in register.

8. Monitor Low Stock Items Regularly

• Return to the Products and Services list in QuickBooks Online.
  
• Use the “Low Stock” or “Out of Stock” filter at the top.
  
• This shows a list of items at or below their reorder points.

9. Use the Alert to Trigger Purchase Orders or Restocking

• Once an item hits the reorder point, create a PO or restock manually.
  
• Use internal guidelines or vendor timelines to restock efficiently.
  
• You may also link reorder activity to inventory receipts for audit purposes.

10. Confirm Updated Quantities in register After Restocking

• Once new stock is received and updated in QuickBooks Online, register will reflect the increased inventory via real-time sync.
  
• Search or scan the item in register to verify the updated quantity.
  
• You’re now ready to sell again with full stock visibility at the counter.

Summary: Low-Stock & Reorder Workflow Snapshot #

Step	Action Summary
1. Log Into QuickBooks Online	Access inventory in the Products and Services tab
2. Find the Item	Use search or filters to locate inventory product
3. Open Item Profile	Confirm it’s the correct product to edit
4. Enable Quantity Tracking	Turn on inventory tracking if not yet active
5. Set Reorder Point	Add minimum quantity trigger based on usage
6. Review Quantity On Hand	Compare stock to threshold
7. Save and Close	Commit changes and trigger sync to register
8. Monitor Alerts	Use filters to view low/out-of-stock items
9. Reorder When Triggered	Create PO or restock when threshold is met
10. Confirm in register	Check POS reflects updated inventory levels

Why It Matters: Features & Benefits Recap #

No More Stockouts
Avoid lost sales by knowing when to reorder before it’s too late.

Smarter Inventory Control
Make restocking decisions based on real usage and sales velocity.

Centralized Alerts, Smoother Sync
Set alerts in QuickBooks Online , see clean updates in register automatically.

Cleaner checkout, Better Service
When inventory is right, your team can deliver a seamless customer experience.

Final Thoughts #

When your reorder points are configured properly in QuickBooks Online, register becomes a true reflection of your inventory levels. This workflow ensures you’re not reacting to empty shelves but a step ahead with historical and fulfillment data, ordering structure, and expected results.