QuickBooks HelpQuickBooksHelpIntuit

Sync with Square - Default accounts and names

SOLVEDby QuickBooks2Updated September 19, 2023

Below are the default account and names that you can use or choose from after setting up your account in Square.

Note: For QuickBooks Online users, the Bank Feed connection to Square is disabled. All users must use the Sync with Square app in order to connect their account to QuickBooks Online. Check out our App centre to find the Sync with Square App.

Default accounts and names
Note: Any changes in the default account types that are listed will interrupt the connection with the app.
Square Gift Card
(Other current liabilities > Other current liabilities)
Square Tips
(Other current liabilities > Other current liabilities)
Square Income
(Income > Sales of Product income)
Square Fees
(Expenses > Bank Charges)
Products and ServicesSquare Item
Square Tips
Square Line Discount
Square Shipping
Payment MethodSquare
Sales TaxUnassigned Sales Tax (If no tax is listed upon setup)
CustomersSquare Customer

Import Square products and services

By default, the Connect to Square app enters “Square item” for product and service names in imported transactions. You just need to manually change a product or service name once, and the app remembers and uses it for the same item in future transactions. However, you can avoid this work altogether by importing your product and service items from Square:

  1. Open Square and export your products and services as a CSV file.
  2. Open QuickBooks and follow the steps to import products and services from your CSV file.

This ensures the product and service names in QuickBooks match up exactly with what you have in Square.

Set up the Square app

  1. Sign in to your QuickBooks Online account.
  2. Go to Apps and select Find apps.
  3. Search the Sync Square app in the QuickBooks Online app store.
  4. Select Get app now.
  5. Select + Add Payment Accounts.
  6. Select Square app.
  7. In the new tab that opens, enter your Square account login credentials, then select Sign in.
  8. Select Next,
  9. Select Ok. Lets start.

Note: You will be prompted to log into your Square account to review individual transaction details.

Note: If you connect an app with a high volume of daily transactions, QuickBooks Online may freeze. To fix or prevent this from happening, you must change the sync options in the app to allow it to bring over a daily summary instead of individual transactions.

Manage your settings or disconnect the app

  1. Go to Apps and select My apps.
  2. Select the Launch dropdown, then select Disconnect.
  3. In the pop-up message, select your reason for disconnecting and then select Disconnect.

Common questions related to the Square app

You'll see an option for Settings when you import your Square transactions along with the default accounts that you can use.

Any discounts which are part of your Square sales will use the account that you set in QuickBooks Settings. To set up a discount account:

  1. Go to ​Settings ⚙​ and select Account and settings.
  2. Select Advanced.
  3. Select the Pencil icon on the right of the Chart of accounts section.
  4. From the Discount account dropdown, choose your preferred account.
  5. Select Save, then choose Done on the bottom right.

Was this helpful?

You must sign in to vote, reply, or post
QuickBooks Online EssentialsQuickBooks Online PlusQuickBooks Online Simple Start

Sign in for the best experience

Ask questions, get answers, and join our large community of QuickBooks users.

More like this