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Feedback on how commercesync, square, and QuickBooks integration work?

Starting a new company, should be opening in the next few weeks if all goes well. My question is:  For sales we will be using Square, but for my QuickBooks, it is the Accountant version (2014, will be updating once the new one comes out this year).  With the commercesync, and square and Quickbooks, would appreciate some feedback on how that works? I would rather not use the Online version of QuickBooks, so from what I have read and seen I would need to use the commerce sync.  Any advice, tips, before I begin would be much appreciated!!!

TIA!!!

 

 

(Title has been edited by moderator for clarity)

Solved
Best answer 09-18-2017

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Established Community Backer ***

Re: New company Square and Quickbooks

You are going to get several different ways to approach this issue.  I do not use sync, I prefer to control the accounting entries in QB.

I use a third party POS, and that POS handles sales and inventory, so in QB I post totals for both sales and cost leaving the detials in the POS software.

We also use square and I have the daily sales slips sent to a gmail account I set up.  Square sends each sales slip and then at the end of the day it sends a sales summary for that day.  First thing next morning Square sends an email showing the amount deposited to my bank.

I use those two emails to make one entry in QB which posts income, sales tax, and merchant fee in one transaction, then I make the deposit.

I convert the two emails, total sales and amount deposited, to a pdf and file in my paperless records.  I do not save in any way the actual charge slips that have the customer signature and data - I leave that to square to maintain.

In the store I have a script I wrote that (at the end of the day) moves a copy of the POS data base file to a google drive folder.  In my home office I wrote another script that moves the google drive copy to the working directory for the same POS sotware on my computer so I can run what ever reports I need.

5 Comments
Established Community Backer ***

Re: New company Square and Quickbooks

You are going to get several different ways to approach this issue.  I do not use sync, I prefer to control the accounting entries in QB.

I use a third party POS, and that POS handles sales and inventory, so in QB I post totals for both sales and cost leaving the detials in the POS software.

We also use square and I have the daily sales slips sent to a gmail account I set up.  Square sends each sales slip and then at the end of the day it sends a sales summary for that day.  First thing next morning Square sends an email showing the amount deposited to my bank.

I use those two emails to make one entry in QB which posts income, sales tax, and merchant fee in one transaction, then I make the deposit.

I convert the two emails, total sales and amount deposited, to a pdf and file in my paperless records.  I do not save in any way the actual charge slips that have the customer signature and data - I leave that to square to maintain.

In the store I have a script I wrote that (at the end of the day) moves a copy of the POS data base file to a google drive folder.  In my home office I wrote another script that moves the google drive copy to the working directory for the same POS sotware on my computer so I can run what ever reports I need.

Anonymous
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Re: New company Square and Quickbooks

May we know the name of the POS system you use for invoicing and inventory please? I believe it makes a lot of sense not to use QB for that.  

Established Community Backer ***

Re: New company Square and Quickbooks

@Anonymous

 

I use a consignment software package for our consignment store, consign pro

 

I use regit POS, for another store, http://www.apipos.com/

Not applicable

Re: New company Square and Quickbooks

I also use Square as my POS and I am new to Quickbooks online after using the desktop version for mac. I have my bank and credit card accounts sync with QBO because it seems more convenient. I do not have Square synced with QBO because they do not do a daily sales summary. I am still trying to figure out the best way to set everything up.

Can you please explain how you enter your daily sales summary from Square to QBO? Do you use invoices or sales receipts? Or something completely differnt? With my desktop version I entered the summarys using invoices but it doesn't seem to work as conveniently on the online version.

Thanks

Established Community Backer ***

Re: New company Square and Quickbooks


@Sustainableware wrote:

I also use Square as my POS and I am new to Quickbooks online after using the desktop version for mac. I have my bank and credit card accounts sync with QBO because it seems more convenient. I do not have Square synced with QBO because they do not do a daily sales summary. I am still trying to figure out the best way to set everything up.

Can you please explain how you enter your daily sales summary from Square to QBO? Do you use invoices or sales receipts? Or something completely differnt? With my desktop version I entered the summarys using invoices but it doesn't seem to work as conveniently on the online version.

Thanks


I get two emails from square, one shows total sales, the second shows the net next day deposit of those sales.  Note that I only use square for credit an debit card sales, my POS does the cash/check sales for me.

 

I set up a sales receipt that does a couple of things for me
1. I enter the total sales, that posts as income
2. I have an item that removes the included sales tax from income posting it to sales tax payable
3. then the fee item, I enter total sales, hit the minus key, and enter the amount deposited and hit the tab key

verify the amount deposited and if necessary adjust the fee item for the QB rounding error and save

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