Using the Real-Time Sync to Edit Item and Customer Account Information #
How to Make Updates Confidently Using register and QuickBooks Online Together #
When your point of sale system and your accounting software are synced in real time, you get the best of both worlds: a smooth checkout experience and clean books behind the scenes. But that same sync also raises a question, where should edits happen?
This guide walks you through best practices for editing both items (products and services) and customer accounts, using the real-time sync between register by Ability Business and QuickBooks Online.
Editing Items: Products & Services #
In any retail or service business, pricing, descriptions, and item availability change frequently. With QuickBooks Online as your system of record, all item edits should start in QuickBooks, where they automatically sync to register.
Best Practices: #
- Update Item Name, Price, or Category → Do this in QuickBooks Online. The changes will flow into register automatically.
- Adjust Inventory Levels or COGS Accounts → Always do this in QuickBooks Online. This ensures inventory counts and accounting stay accurate.
- Add New Items (Inventory, Non-Inventory, or Service) → These must be created in QuickBooks Online first. Item creation is not currently supported directly in register.
Reminder: register is built to reflect the item catalog maintained in QuickBooks Online. Think of register as the storefront and QuickBooks as the warehouse and bookkeeper.
Editing Customer Accounts #
Because register is a frontline POS system, editing customer info from the register interface makes sense when you’re at the point of sale or managing a live interaction. And thanks to real-time sync, those edits update QuickBooks Online instantly.
- Add or Edit Customer Contact Info at Checkout → Done in register and auto-syncs to QuickBooks Online.
- Update Notes, Tax Settings, or Billing Details → You can update this in either register or QuickBooks Online.
- Review or Edit On-Account Sales Info → register is your tool for managing A/R at checkout, while QuickBooks maintains the full ledger.
Pro Tip: Customer profiles are two-way synced. If you make a change in one system, it will reflect in the other so either tool can be used, based on your preferred workflow.
When to Use Each System #
| Task | Best to Edit In | Why |
| Edit Item Description or Price | QuickBooks Online | Statement of record |
| Add Products or Make Inactive | QuickBooks Online | Created in QuickBooks only |
| Update Inventory Count | QuickBooks Online | Managed in QuickBooks only |
| Add New Customer | Either | Two-way sync allows both options |
| Update Customer Notes | Either | Two-way sync allows both options |
| Apply On-Account Sales | register | Syncs A/R to QuickBooks in real time |
Why It Matters: Features & Benefits Recap #
Clean Data Across Systems
Avoid mismatched prices, duplicate items, or outdated customer info.
Live Sync = Real-Time Confidence
Know that what you update is instantly reflected in both platforms.
Efficient Workflow for Frontline Teams
Empower staff to update customer details at checkout—no extra steps needed.
Stronger Financial Accuracy
Ensure edits happen in the system that controls accounting logic (QuickBooks Online).
Final Thoughts #
Your business runs better when you know exactly where to make updates. Let QuickBooks Online handle the financial and inventory foundation. Let register shine where it’s built to: on the sales floor, face-to-face with your customers.
By sticking to these best practices, you’ll spend less time troubleshooting data mismatches and more time selling confidently—with every item and customer record exactly where it should be.
