table of contents
Customer Field Mappings between register and QuickBooks Online #
Understanding how customer data flows between register and QuickBooks Online is key to maintaining accurate, reliable records across both systems. This section outlines the customer profile fields used in register POS and how each one maps to QuickBooks Online.
Most customer fields sync bi-directionally (two-way), meaning updates can be made in either register POS or QuickBooks Online and will reflect in both systems. This flexibility allows your team to work where it’s most efficient without sacrificing data consistency.
Keep in mind that QuickBooks Online’s interface and field structure continue to evolve. Field names may change, and new fields may be introduced over time. The Ability Business team actively monitors these updates and continuously refines mappings to ensure compatibility and accuracy.
Table Key for Customer Field Mappings #
✓ = Field is used in the system
If both register and QuickBooks Online have a ✓ for the same field, the field supports bi-directional (two-way) sync.
If a ✓ appears in only one system, the field exists and is maintained only in that system and does not sync to the other.
Customer Field Mappings Table #
| field names | register POS | QuickBooks Online | notes |
| Name and contact | |||
| Title | ✓ | ✓ | Used to construct the customer’s full name. In QuickBooks Online, these may be combined into a Display Name. |
| First Name | ✓ | ✓ | Used to construct the customer’s full name. In QuickBooks Online, these may be combined into a Display Name. |
| Middle Name | ✓ | ✓ | Used to construct the customer’s full name. In QuickBooks Online, these may be combined into a Display Name. |
| Last name | ✓ | ✓ | Used to construct the customer’s full name. In QuickBooks Online, these may be combined into a Display Name. |
| Suffix | ✓ | ✓ | Used to construct the customer’s full name. In QuickBooks Online, these may be combined into a Display Name. |
| Company Name | ✓ | ✓ | Used for business customers. In QuickBooks Online, this can drive the Display Name depending on configuration. |
| Customer Display Name | ✓ | ✓ | Required field for QuickBooks Online. Select Company Name; First Last; Last, First; or Owner First last Suffix |
| ✓ | ✓ | Used for transaction delivery (invoices, receipts) in QuickBooks Online. | |
| Cc | ✓ | QuickBooks Online supports multiple email fields. | |
| Bcc | ✓ | QuickBooks Online supports multiple email fields | |
| Phone Number | ✓ | ✓ | Standard contact fields. |
| Mobile | ✓ | ✓ | Standard contact fields. |
| Fax | ✓ | ✓ | Standard contact fields. |
| Alternate phone number/Other | ✓ | ✓ | Standard contact fields. |
| Website | ✓ | ✓ | Informational only; does not impact transactions. |
| Name to print on checks | ✓ | ✓ | Used in QuickBooks Online for payment processing. |
| Is a sub-customer? checkbox | ✓ | ✓ | Enables parent-child relationships in QuickBooks Online. Useful for jobs, locations, or franchises. Register support may be limited depending on workflow. |
| Communication Preferences | Tracks customer consent for marketing. Important for compliance | ||
| Email marketing | ✓ | Only one email address can be used for marketing consent. Email addresses entered in the ‘name and contact’ section of the contact profile will be available as options to pick from. | |
| Checkbox: This person gave me permission to email them marketing. | ✓ | This person will not receive a confirmation email from Intuit. Since you’re adding this recipient manually, they won’t have an opt-in date in your records, so be extra sure you have permission first. Learn about email marketing consent | |
| Billing Address | Primary address for invoicing and reporting. | ||
| Street address 1 | ✓ | ✓ | |
| Street address 2 | ✓ | ✓ | |
| City | ✓ | ✓ | |
| State | ✓ | ✓ | |
| ZIP Code | ✓ | ✓ | |
| Country | ✓ | ✓ | |
| Shipping address | Used for order fulfillment. QuickBooks Online supports both billing and shipping; register maps accordingly. | ||
| Checkbox: Same as billing address | ✓ | ||
| Street address 1 | ✓ | ✓ | |
| Street address 2 | ✓ | ✓ | |
| City | ✓ | ✓ | |
| State | ✓ | ✓ | |
| ZIP code | ✓ | ✓ | |
| Country | ✓ | ✓ | |
| Notes and attachments | |||
| Notes | ✓ | ✓ | Free-form internal notes. |
| Attachments | ✓ | Add attachments. Max file size: 20 MB | |
| Payments | |||
| Primary payment method | ✓ | Denotes customer’s preferred payment method. Examples include ACH, Cash, Charge Account, Check, Credit Card. | |
| Sales Terms | ✓ | ✓ | Drives due dates (e.g., Net 15. 30, 45). Fully supported in QuickBooks Online and synced to register. |
| Sales form delivery options | ✓ | Determines whether invoices are emailed or printed. Controlled in QuickBooks Online. | |
| Language to use when you send invoices | ✓ | QuickBooks Online feature to denote what language to use when sending invoices. | |
| Credit Limit | ✓ | Used for credit limit reference in QuickBooks Online. | |
| Additional info | |||
| Customer Type | ✓ | Classification field for reporting. | |
| Select tax rate | Set in the register’s preferences. | ✓ | Automated based on location. |
| Checkbox: This customer is tax exempt | ✓ | ✓ | Critical for accurate sales tax handling. |
| Opening balance | ✓ | Used during initial setup or migration. Not typically modified after go-live. | |
| As of date box (for opening balance) | ✓ | Used during initial setup or migration. Not typically modified after go-live. | |
| Account Balance | ✓ View in the customer profile & visible when utilizing Account (Charge to Account) payment method and under Actions – Payment on Account (take a payment on account) | ✓ Visible under the Financial summary info box on the customer profile. | Calculated field in register POS and QuickBooks Online. Not directly editable; reflects transaction history. |
| Custom Fields | ✓ | Flexible fields in QuickBooks Online. Custom fields do not sync to register. | |
| Details (Financial Service Sync) | System-generated data from Register integrations. Informational and not user-editable. | ||
| Modified By | ✓ | Audit trail fields. Helpful for troubleshooting sync issues. | |
| Last Modified In FS | ✓ | Audit trail fields. Helpful for troubleshooting sync issues. | |
| Last Modified | ✓ | Audit trail fields. Helpful for troubleshooting sync issues. | |
| Created By | ✓ | Tracks origin of the record. Important for understanding whether the customer originated in Register or QuickBooks Online. | |
| Created On | ✓ | Tracks origin of the record. Important for understanding whether the customer originated in Register or QuickBooks Online. |
