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Connect your Square account to QuickBooks Online

Learn how to connect your Square account to QuickBooks so you can easily import your sales transactions.

Do you use Square to process payments? With the Connect to Square app, you can bring your sales transactions into QuickBooks automatically. QuickBooks then categorizes and matches them to your bank records. All you need to do is review and approve the work.

Here’s how to set up Connect to Square and start importing your transactions.

Step 1: Set up QuickBooks

Before you get Connect to Square up and running, here are a couple things you can do to make QuickBooks handle your Square transactions exactly how you want it to.

Connect your bank account to QuickBooks

If you haven't already, connect the bank account Square uses to deposit money from your sales. QuickBooks can then download your bank transactions and match them to your Square transactions.

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.

If you currently use the Sync with Square app

To avoid duplicate transactions in QuickBooks, take these steps:

  • Before you set up the Connect to Square app, disconnect the Sync with Square app.
  • Note the last date that the Sync with Square app imported transactions. Choose the following day as your import start date when you set up the Connect to Square app.

Step 2: Set up the Connect to Square app

Once QuickBooks is set up the way you want, you’re ready to connect it to your Square account.

  1. Sign in to QuickBooks Online.
  2. Visit the Connect to Square page in the QuickBooks Online app store.
  3. Select Get App Now.
  4. Follow the guided steps to set up the connection.

If your business has multiple locations, you can choose which locations the app imports transactions from. You can also choose to have your sales imported as individual sales receipts or grouped into one summary sales receipt.

Once you finish setting up the Connect to Square app, it begins downloading your Square transactions to QuickBooks. Depending on how many transactions you have, the first import may take up to 30 minutes.

Going forward, the app checks your Square account several times a day for the latest transactions.

Step 3: Review your Square transactions

When your Square transactions appear in QuickBooks, you’re ready to review and add them to your books.

  1. Go to Banking.
  2. Select App transactions, then the For review tab. Your Square transactions appear in the list, with details like product description, quantity, purchase price, and fee breakdowns.
  3. For each transaction, select an action, depending on the status:
    • Add or Match: This transaction is ready to add to your books. If QuickBooks is connected to the bank account you use to deposit Square payments, you can match it to a specific transaction that’s already in your books. Note: To ensure all your sales data from Square gets added to QuickBooks, we recommend you add transactions from the App transactions tab and then match them from the Banking tab.
    • Review: There are multiple transactions in the books that could be the same as the transaction from Square. Confirm which transaction it matches.

Manage your settings

You can change the settings for the Connect to Square app by going to the app settings:

  1. Go to Banking.
  2. Select the App Transactions tab.
  3. Select App settings.
  4. Select the tab for the type of setting you want to change.

Common questions about the Connect to Square app

The app doesn’t import “money out” transactions from a Square Card. To add these transactions to your books, you can download them in a CSV file from Square and upload the file to QuickBooks.

Also, the app doesn’t yet support disputed transactions. If you have any transactions that include disputes, QuickBooks prompts you to exclude them. You can add a disputed transaction to Quickbooks by manually entering the deposit or by adding the transaction from the Banking tab (if you linked the bank account where Square deposits your money).

When you’re ready to start using the new Connect to Square app, we recommend you take the following steps:

First, disconnect the Sync with Square app in QuickBooks Online:

  1. Select Apps in the left navigation.
  2. Select My Apps at the top of the page.
  3. Under the Sync with Square card, select the Actions drop-down and then Disconnect.
  4. In the pop-up message, select your reason for disconnecting and then select Confirm disconnect.

Then set up the Connect to Square app using the steps above.

In the App transactions tab, if you have any transactions that were already sent to QuickBooks using the Sync with Square app, you can select those transactions and exclude them from Quickbooks.

If sales tax is turned on, we will match it. If it is not turned on, it will be compiled into one line item.

Connect to Square can only match the exact names of your customers. For example, if you record your Square transaction as FirstName LastName, but in your QuickBooks it is LastName FirstName, the app will not match the customer. However, once you manually point an imported transaction to the correct QuickBooks customer, the app automatically updates to the correct customer in the future. This also works when you match products and services.

Connect to Square adds details to QuickBooks when an order is closed on the same day that the final payment is received. If you receive partial payments on an open order, those amounts will be reflected as a deposit adjustment to ensure that your books reflect the money that Square has deposited into your bank. QuickBooks will then adjust out that prior payment when the order is closed on the day the final payment is received and the sales details are added to QuickBooks.

Yes, you can get all your prior transactions. When you first set up the import you can choose the date range you want.

If you use QuickBooks Desktop, you can import your Square transactions using Commerce Sync.

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

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