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Sync Square with QuickBooks Online

by Intuit•3• Updated 3 months ago

Learn how to import your Square sales data into QuickBooks Online.

If you use Square to process payments, you can use the Square by Commerce Sync app to put the data into QuickBooks Online. You won't need to create separate transactions in QuickBooks for your Square sales - they're automatically downloaded for you. Here's how to set up the app to connect your Square and QuickBooks accounts.

Before you start

The Square by Commerce Sync app has a few limitations:

  • QuickBooks doesn't import your customers’ info from Square, such as names or email addresses.
  • If you own a business with multiple branches or locations and you don't separate the accounting for each one in Square, you shouldn't have problems with the Square by Commerce Sync app. However, if you need to track accounting for each specific location, you'll need to do some extra work. The Sync with QuickBooks app only tracks one location. You'll need to manually separate the transactions in QuickBooks
  • QuickBooks automatically downloads new transactions at the end of the day as they're posted. However, there isn't a single summary view of your daily transactions in QuickBooks.
  • Square can only sync with one QuickBooks Online account. After you connect to Square and start downloading transactions, you can't import them to any other QuickBooks Online account.

What if I use QuickBooks Desktop?

The QuickBooks Desktop and Square integration is currently supported by Commerce Sync.

I need to let my customers pay on a QuickBooks invoice via Square

Unfortunately, we don’t have this feature right now.

I need my transactions to import as Sales Receipts instead of Invoice/Payments

Unfortunately, we don't support this yet. Transactions are automatically downloaded as invoices or payments.

Step 1: Set up QuickBooks

Before you download the Square by Commerce Sync app, you need to set up a few things in QuickBooks.

Connect your bank account

If you haven't already, connect the bank account Square uses to deposit money from your sales.

  1. In QuickBooks, go to Transactions, then select Bank transactions (Take me there).
  2. Select Add account.
  3. Follow the steps to connect the account you use to process Square sales payments.

Turn on the Sales Tax Centre

If you haven't already, turn on the Sales Tax Centre feature. Even if you don't collect sales tax, the feature needs to be on for the sync to work.

You don't need to set a VAT rate. And QuickBooks handles everything for you when it downloads new transactions.

  1. Go to Taxes and select VAT (Take me there).
  2. Select Set up VAT.
  3. Follow the on-screen instructions to set up the feature.

Create new accounts in QuickBooks

If you don't already have them, follow the steps to create new accounts in QuickBooks. You'll use these to track your Square sales, expenses, and fees. Here are default account settings and names you can use.

Import Square products and services

If you want QuickBooks to use the same product and service items you use in Square, you can import them. This is optional.

Open Square and export your products and services as a .csv. Then go back to QuickBooks. Go to the Products and Services menu and import the list.

Keep in mind, if you don't import your existing Square product and service items, everything gets a default "Square item" label. You'll have to change them manually.

Step 2: Get the app

Once everything is set up in QuickBooks, you can download the Square by Commerce Sync app.

  1. Sign in to QuickBooks Online.
  2. Then, visit the Square by Commerce Sync page in the QuickBooks Online app store.
  3. Select Get App Now. This starts the connection.
  4. Select the company you want to connect from the dropdown.
  5. Follow the steps to authorise the connection. Sign in to your Square account with the same sign-in you use for www.squareup.com.
  6. On the Basic Settings window, select the Bank and Expense accounts (for fees and other expenses) you use to process payments in Square. Then select the default Payment method. You created these accounts in "Step 1: Set up QuickBooks." When you're done, select Save Changes.
  7. On the next screen, change any settings you need. When you're ready, select Connect.

During the setup, you can decide if you want to get a daily email summarising all your imported Square transactions, including any potential errors.

Step 3: Get transactions

After you connect the app, QuickBooks automatically downloads your Square transactions.

You don’t need to manually create new Square transactions in QuickBooks. Everything in Square is downloaded for you. QuickBooks downloads new transactions once a day at the end of the day.

Important: To prevent duplicate transactions in QuickBooks:
  • Don't use multiple apps or tools to download transactions from Square. Only use the Square by Commerce Sync app.
  • Don't import transactions using different tools for dates you've already imported transactions for.
  • Don't download transactions for overlapping dates.

How do I know my Square transactions are getting into QuickBooks?

You get a daily email summarising the downloaded transactions for the past 24 hours. Go to Transactions and select Bank transactions (Take me there) in QuickBooks to see what was downloaded.

Can I review my transactions before downloading them?

Currently, you can't review your transactions before importing them. QuickBooks downloads them automatically.

In addition to new transactions, can I import prior transactions from my Square account?

Yes, you can get up to 18 months of prior transactions. To do this:

  1. Sign in to your QuickBooks online company, and go to Apps.
  2. Select Settings under Square by Commerce Sync.
  3. Select Run next to Manual Import.
  4. Select a date range for the transactions you want to import. Don't select dates you already have transactions for.
  5. Select Run.

Step 4: Manage your settings

If you need to change settings after you connect the app:

  1. Sign in to your QuickBooks online company, and go to Apps.
  2. Select Settings under Square by Commerce Sync.
  3. Select Edit next to Basic Settings to change the default bank and expense accounts or the payment method.
  4. Select Edit next to Defaults for Unmatched Items to update your income account and sales tax code.
  5. Select Save changes.

After you save your changes, all future transactions will use your new settings. Old transactions won't use the new settings.

How do I disconnect the Square by Commerce Sync app?

If you need to, follow the steps to disconnect the app.

I'm seeing duplicate transfers – one set coming into my actual bank and the other set coming to Deposit Bank for Square. What can I do?

We recommend changing the default bank linked to the Square by Commerce Sync app. By default, this bank is listed as the Deposit Bank for Square.

  1. Sign in to your QuickBooks online company, then select My Apps.
  2. Find Square by Commerce Sync, then select Settings.
  3. Select Edit next to Basic Settings.
  4. Update the default Bank account where Square deposits your money.
  5. Select Save changes.

I am seeing errors or having trouble reconciling. What should I do?

Reconciliation problems are usually caused by errors or issues with the default bank account.

To fix errors (even if you aren't reconciling):

  1. Sign in to your QuickBooks online company, then select My Apps.
  2. Find Square by Commerce Sync, then select Settings.
  3. Select View next to Error Logs.
  4. Select Details next to each error log.
  5. Select Retry after fixing the error.

You set a default bank account for Square when you first set up. You can change it later on if transactions are going to the wrong bank account:

  1. Sign in to your QuickBooks online company, then select My Apps.
  2. Find Square by Commerce Sync, then select Settings.
  3. Select Edit next to Basic Settings.
  4. Update the default Bank account where Square deposits your money.
  5. Select Save changes.

Get more from QuickBooks

Access features like automatic reconciliation and real-time updates by signing in to your QuickBooks Online account and adding payments for free.

Visit QuickBooks Payments website to learn more.

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