Connect and manage Square transactions in QuickBooks Online

You can edit, categorize, and match transactions, customers, and products to keep your books on track. Improve bookkeeping accuracy with the Square Connector by QuickBooks, which syncs data from Square directly into QuickBooks Online.

If you need help with transactions, you can partner with QuickBooks Live Experts and feel more confident. Find out more about QuickBooks Live Bookkeeping.

Data synced from Square

Square Connector syncs most of the same details for each transaction in QuickBooks that you see in Square. You import and account for transaction details like Net Amount, fees, taxes, discounts, service charges, products and services, and customer/vendor. 

How to review transactions

Categorizing transactions 

QuickBooks suggests categories for some transactions you'll find on the App transactions page. (Take me there). Check the suggested category, then select Confirm or Add. Sometimes we’ll need more info from you before you can add the transaction. In that case, select Review, and add details as needed.

Match transactions

If the transaction already exists in QuickBooks, you may have the option to match it. QuickBooks may suggest one or more matching records. Select the correct record, then Match. 

Transactions from the Square app contain many details. To save time, we recommend you only add Square transactions through the app. If your bank accounts are connected in the Transactions window, we also recommend adding transactions from the Square app first, then matching those transactions in your online banking center after.

Match items

When importing transactions from Square, QuickBooks matches the items in a transaction to products/services within QuickBooks based on the item name.

• If the items in the transaction match, QuickBooks uses the product or service.
• If the item in the transaction doesn't match, QuickBooks uses the default item called Square Sales and updates the description line with the name of the item Square provides.

Note: QuickBooks may not use the item from the transaction because the matching product/service is not a product, but is a product category instead. 

Product category is a feature that lets you group a list of related products/services in QuickBooks Online. Even if the item name in QuickBooks matches with the Square transaction, you can’t use it as a  product/service item within a Sale transaction.

In these cases, you’ll see the default Square Sales line item and the description with the item name from Square. 

Match duplicate items

When you review incoming Square transactions, you can match products and services that appear the same in QuickBooks and Square. Doing this prevents duplicate inventory tracking across both apps.

1. Go to Transactions, then App transactions (Take me there).
2. Select the Square tile, then For review.
3. Select a transaction to see the details.
4. In Products and services, you may notice the Select match button for a particular item. Select this button to view potential matches.
5. In the drawer that displays, you’ll see the Square product details side-by-side with potential item matches we found in QuickBooks. Review these to verify a match.
6. Select the QuickBooks item that best matches the Square item, then select Next.
7. Select Done. Now you’ve matched the items, and you won’t need to do this process again for this item going forward.

Bulk add or match transactions

You can bulk select incoming Square transactions to add or match them in QuickBooks.

1. Go to Transactions, then App transactions (Take me there).
2. Select the Square tile, then the For review tab.
3. Select the check boxes ☑︎ for any transactions you’d like to add to your books.
4. A pop-up asks you to Confirm or Exclude the selected transactions. Select Confirm to move all of the selected transactions to the Reviewed tab.
   
   Note: You may not be able to select Confirm if
   • One or more of the transactions needs Review under the Actions column. In this case, review and confirm these transactions individually.
   • You select Payment received transactions and Payout transactions together. In this case, confirm the Payment received transactions first, then confirm Payout transactions.

Frequently Asked Questions

Why am I seeing so many Payouts?

A Square payout is a transfer of money from a Square account to a bank account. Square collects money from all the sales that occurred in a given period. At the end of the period, Square transfers the total amount (minus fees, adjustments, or holds) to your bank account. Typical payouts occur the next business day, so you’ll see a payout for each business day in your Square account and in your Square Connector by QuickBooks app.

Can I add multiple Square accounts at once?

At the moment, this integration does not support multiple Square integrations at once. Our teams are working on enabling this feature.

Why do some lines have “confirm” and some lines have “review” action buttons?

When the transaction is fully pre-filled, you can choose to add it with one action. You can also verify the details of the transaction by clicking on the line. When an incoming transaction doesn’t have all the necessary info pre-filled, Quickbooks needs you to complete the transaction to confirm and add it to the books.

Where do I find the Square integration settings?

You can find the settings by selecting the three dots ⠇by the Square tile. You can also find Square settings near the transactions grid in your Square app in App transactions.

Can I import historical transactions and what’s the limit?

Yes, upon initial setup, you’llbe asked if you’d like to import up to 2 years of historical transactions. Once you determine the starting date, select Import, and your transactions will start coming into your QuickBooks account.

How often are my Square transactions updated?

Once a transaction is fully processed/completed through Square, it appears in the For Review tab of the banking screen, usually within 2 hours. While you can’t update on demand, we’re monitoring throughout the day for changes to your Square account.