Intuit Quickbooks POS v19 (Multistore Point Of Sale Best for Retail Businesses)

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Summary

Intuit QuickBooks POS v19 is a point-of-sale software solution designed for small to medium-sized retail businesses. Unlike basic cash register systems that only process sales, QuickBooks POS integrates sales, inventory, customer data, and payments directly with QuickBooks Desktop accounting software, creating a centralized retail management platform. The software is available in three editions: Basic, Pro, and Multi-Store.

QuickBooks is designed for retailers who need to manage inventory across multiple locations, track sales and customer data, accept various payment methods, and maintain seamless integration with QuickBooks financial software. It also works with Shopify POS, a cloud-based system that allows businesses to sell online and in-store from one platform. The software supports mobile POS on iOS and Android devices, enabling on-the-spot checkouts anywhere in the store.

Key Features

1. Inventory Management

QuickBooks tracks inventory levels, costs, and margins in real time. It updates inventory automatically when sales are made, reducing errors and data entry. Businesses can easily reorder products, create purchase orders, and receive items from vendors. For multi-store users, inventory can be managed and transferred between stores.

2. Sales and Payments

The software accepts various payment methods including credit cards, debit cards, cash, checks, gift cards, and mobile payments. It supports contactless payments such as Apple Pay, Google Pay, and Tap-to-Pay on iPhone. Businesses can offer discounts, coupons, loyalty programs, and gift receipts to customers. Sales receipts, invoices, and estimates can be printed or emailed.

3. Customer Management

QuickBooks stores customer information including name, address, phone number, email, account balance, available credit, notes, and purchase history. Customer profiles show preferences, interests, and spending habits. On the Make a Sale screen, users can see transaction history and available balance without additional clicks.

4. Integration with QuickBooks Desktop

Sales, payments, inventory, and customer data automatically sync with QuickBooks Desktop financial software (Pro, Premier, and Enterprise). This eliminates manual data entry and reduces errors. Businesses can access financial reports and tax information from QuickBooks Desktop anytime.

5. Integration with Shopify POS

QuickBooks works with Shopify POS, a cloud-based system that enables businesses to sell online and in-store from one platform. Shopify POS offers online store creation, product catalog management, order fulfillment, and shipping. Sales, payments, inventory, and customer data automatically sync between systems.

6. Reporting and Analytics

The software generates reports on sales by item, category, department, or time period; profit and loss; best-selling products; customer trends; and more. Multi-store users can access advanced reporting by store. Reports can be customized and exported to Excel or PDF.

7. Mobile Support

QuickBooks supports iOS and Android devices for mobile point-of-sale. Staff can use smartphones or tablets to offer on-the-spot checkouts anywhere in the store, reducing wait times and improving customer experience. Mobile sync allows inventory syncing to mobile phones or iPads (discontinued after October 2023; alternative solutions available).

8. Multi-Store Management (Multi-Store Edition)

The Multi-Store edition allows businesses to manage multiple retail locations from a single system. Users can transfer inventory between stores, run advanced reports by store, and use Store Exchange to transfer data between headquarters and remote stores via mailbags.

9. Employee Management (Pro and Multi-Store)

Pro and Multi-Store editions include employee and payroll management features. Access can be controlled by password protection. Built-in tutorials speed training processes.

10. Loyalty and Gift Cards (Pro and Multi-Store)

Pro and Multi-Store editions support rewards and loyalty programs, layaway, and gift cards (Note: Givex Gift Card service discontinued after October 2023; alternative services available through third-party providers).

What’s New in QuickBooks POS v19

Version 19 was the final major release of QuickBooks Point of Sale. Key additions included enhanced mobile POS support for iOS and Android devices, improved integration with Shopify POS for omnichannel retail, advanced reporting features in Pro and Multi-Store editions, and updated payment processing capabilities.

System Requirements

To run Intuit QuickBooks POS v19 effectively, your system should meet the following specifications.

Minimum Requirements:

• Operating System: Windows 10 or Windows 11 (64-bit); Windows Server 2016 or 2019 (for multi-store)

• Processor: Intel Core i3 or AMD equivalent (2.0 GHz or faster)

• RAM: 4 GB minimum (8 GB recommended)

• Storage: 10 GB free space

• Database: SQL Server Express (included)

• Network: Gigabit Ethernet for multi-store (VPN or Dropbox for remote store exchange)

• Display: 1366 x 768 resolution

Installation Guide

Follow these steps to install QuickBooks POS v19.

1. Obtain the Installer: Download the QuickBooks POS v19 installer from your Intuit account or use the installation CD.

2. Verify System Compatibility: Ensure your workstation meets requirements. For multi-store, ensure network configuration is ready.

3. Close Other Applications: Close any other retail or accounting software.

4. Run as Administrator: Right-click the installer and select “Run as Administrator.”

5. Select Edition: Choose Basic, Pro, or Multi-Store based on your license.

6. Follow the Setup Wizard: Complete license acceptance, installation directory selection, and database configuration.

7. Configure Company File: Create a new company or restore from backup.

8. Configure Network (Multi-Store): Set up Store Exchange with Dropbox (recommended) or VPN. Intuit server default settings are discontinued.

9. Set Up Payment Processing: Configure Ability Payments (Stripe Terminal) or other third-party processor.

10. Activate License: Enter license number, product code, and validation code.

11. Try Before You Buy: A one-month free trial is available.

How to Use QuickBooks POS

Step 1: Set Up Products and Inventory

Add products with SKUs, descriptions, prices, and tax rates. Set up categories, vendors, and reorder points. Import existing inventory from spreadsheets if available.

Step 2: Configure Hardware

Connect receipt printers, barcode scanners, cash drawers, and payment terminals. For modern payments, set up Stripe Terminal with Ability Payments.

Step 3: Process Sales

On the Make a Sale screen, scan barcodes or search for products. Apply discounts or loyalty rewards. Select payment method (card, cash, gift card, mobile payment). Complete transaction and print or email receipt.

Step 4: Manage Customers

Create customer profiles with contact information. View purchase history, account balance, and available credit on the Make a Sale screen without extra clicks.

Step 5: Track Inventory

Receive purchase orders from vendors. Adjust inventory for damaged or missing items. Run inventory reports to identify best-sellers and slow movers.

Step 6: Run Reports

Generate sales reports, profit and loss statements, inventory valuations, and customer purchase history. Customize reports and export to Excel or PDF.

Step 7: Sync with QuickBooks Desktop

Sales, payments, inventory, and customer data automatically sync with QuickBooks Desktop financial software. Verify sync status regularly.

Step 8: Back Up Data

Regularly back up QuickBooks data to protect against power failure, media defects, or hardware problems. Keep backups in a safe, off-site location.

Best Use Cases

Advantages and Limitations

Advantages:

• QuickBooks integrates directly with QuickBooks Desktop financial software, eliminating manual data entry and reducing errors.
• The one-time license fee (no monthly subscription) is cost-effective for long-term use. The software supports multi-store management with inventory transfer and store-by-store reporting.
• Mobile POS on iOS and Android enables on-the-spot checkouts. The software works with Shopify POS for omnichannel retail (online + in-store).
• Customer profiles show transaction history and available balance directly on the Make a Sale screen without extra clicks.
• Built-in tutorials speed training. The software generates comprehensive reports on sales, inventory, and customers.
• Multiple editions allow businesses to start with Basic and upgrade to Pro or Multi-Store as they grow.

Limitations:

• Intuit direct support, payment processing (Intuit Merchant Services), Givex gift cards, Store Exchange (using Intuit servers), mobile sync, vendor lookup, and Constant Contact integration are no longer available.
• Third-party support is available (e.g., Small Business Solutions LLC), and new payment options exist (Ability Payments with Stripe Terminal), but these require additional setup and cost.
• The software requires Windows (no native macOS version)
• . Multi-store remote sync requires Dropbox or VPN configuration.
• Mobile sync (GoPayment) is discontinued; Shopify POS is the recommended alternative for mobile sales.

Alternatives to QuickBooks POS

Frequently Asked Questions

Q1. Is QuickBooks POS still supported?

Intuit discontinued direct support for QuickBooks v19. However, third-party providers like Small Business Solutions LLC continue to offer support services. The software still works out of the box.

Q2. Can I still process credit card payments with QuickBooks POS?

Intuit Merchant Services (QuickBooks Payments) was discontinued on October 3, 2023. Third-party payment processors like Ability Payments (Stripe Terminal integration) are available as replacements.

Q3. What is the difference between Basic, Pro, and Multi-Store editions?

Basic includes core POS, inventory, and QuickBooks integration. Pro adds purchase orders, loyalty programs, layaway, gift cards, employee management, and advanced reporting. Multi-Store adds multi-store management, inventory transfer between stores, and store-by-store reporting.

Q4. Does QuickBooks POS work with Shopify POS?

Yes. QuickBooks works with Shopify POS, a cloud-based POS system that enables online and in-store sales from one platform. Sales, payments, inventory, and customer data automatically sync.

Q5. What is the cost of QuickBooks POS?

Basic: $1,200, Pro: $1,700, Multi-Store: $1,900 (one-time fees including software license and one year of technical support). Monthly payment or financing options are available.

Q6. Can I use QuickBooks POS on a Mac?

QuickBooks requires Windows. Mac users can run Windows via Boot Camp or virtualization software (Parallels, VMware Fusion).

Q7. Is there a mobile POS option?

QuickBooks Mobile Sync (GoPayment) was discontinued. For mobile sales, Shopify POS is recommended as an alternative working with QuickBooks.

Q8. How do I back up QuickBooks POS data?

Use the built-in backup feature. Save backups to an external drive, cloud storage (Dropbox, Google Drive), or off-site location. Regular backups protect against data loss from power failure, hardware problems, or corruption.

Q9. What happens to gift cards after October 2023?

Givex Gift Card service was discontinued. Businesses must migrate to alternative gift card providers or third-party solutions. Contact a QuickBooks Solution Provider for options.

Q10. Can I transfer inventory between multiple stores?

Yes, the Multi-Store edition allows inventory transfer between stores. Store Exchange can be configured using Dropbox (preferred) or VPN for remote data transfer.

Final Thoughts

QuickBooks v19 remains a capable point-of-sale solution for retailers who have invested in the QuickBooks ecosystem. The one-time license fee and deep integration with QuickBooks Desktop financial software have made it a popular choice for small to medium-sized retail businesses.

The software still works for core POS functions: ringing sales, managing inventory, tracking customers, and syncing with QuickBooks Desktop. With proper backups, alternative payment processing, and third-party support, businesses can continue using QuickBooks for years to come.

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