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Connect your Square account to QuickBooks Online

by Intuit•100• Updated 3 weeks ago

Learn how to connect your Square account to 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.

Get the Connect to Square app to bring your sales transactions into QuickBooks automatically. Here’s how.

For a better experience, open this article in QuickBooks Online. Launch side-by-side view

To watch more how-to videos, visit our video section.

Connect your bank account to QuickBooks

Connect the bank account Square uses to deposit money from your sales. QuickBooks then downloads your bank transactions and matches them to your Square transactions.

Import Square products and services

Open Square and export products and services as CSV files.
Open QuickBooks and import products and services.

Set up the Connect to Square app

Sign in to QuickBooks Online.
Search Connect to Square in Find apps.
Select Get app now.
Select Get started.
Select Give permission.
Sign in to Square, then select the Square locations you want to sync.
Select the bank account you want to deposit to, then select Next.
Choose whether you want the app to import sales individually, or as a summary of your daily sales. Select Next.
Select a starting date, then select Finish.

After setting it up, the Connect to Square app downloads your Square transactions to QuickBooks. Then, it checks your Square account multiple times a day for the latest transactions.

Note: Change the sync options to daily summary instead of individual transactions to prevent QuickBooks from freezing when importing multiple transactions all at once.

Review Square transactions

Go to Bookkeeping, select Transactions, then select App transactions.
Select For review. Your Square transactions appear in the list.
For each transaction, select an action, depending on the status:
- Add or Match: This transaction is ready to be added. If both QuickBooks and Square are connected to the same bank, you can match it to a transaction that's already in your books.
  
  Note: To make sure all sales data from Square gets added to QuickBooks, add transactions from the App transactions tab and then match them from the Banking tab.
- Review: Multiple transactions are similar to the transaction from Square. Verify which one matches.
Go to Reviewed to review transactions. Select the sales receipt or deposit under the Added/Matched column.

Manage settings or disconnect app

Go to Bookkeeping, select Transactions, then select App transactions.
Select App settings, then Square.
Select the tab for the setting you want to change.
Select Disconnect Square to disconnect the app.
Select Done.

Change income account for Square Items

Go to Get paid & pay or Sales, then select Products & services.
In the Find products and services field, search for Square Item.
Select Edit.
In the Income account ▼dropdown, select the account you want to record to.
Select Save and close.

Common questions about the Connect to Square app

Are there any transactions the app doesn't import from Square?

Square doesn’t import money out transactions. To add these transactions, you can download them from Square and upload the file to QuickBooks.

The Connect to Square app doesn’t support disputed transactions. If you have any, 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 Square deposits money to the same bank.

I currently use the Sync with Square app. How do I switch to the Connect to Square app so my books stay accurate?

You can switch to the Connect to Square app after disconnecting Sync with Square. Here’s how:

Go to Apps, then select My Apps.
Select Sync with Square, then go to the Actions ▼ dropdown, and select Disconnect.
Select your reason for disconnecting and then select Confirm disconnect.
Set up the Connect to Square app.

In the App transactions tab, you can select the transactions that were sent to QuickBooks using the Sync with Square app. Exclude them from QuickBooks.

How does sales tax get copied over?

If sales tax is turned on, it gets matched. If it isn’t, we’ll compile it into one line item.

Customers show as generic names and don’t match my records in QuickBooks. How can I fix this?

Connect to Square only matches the exact names of your customers unless you manually point a customer to an imported transaction. The app automatically applies this to future transactions. This is also true for products and services.

Why are transaction details for open sales not appearing in QuickBooks?

Connect to Square adds details to QuickBooks on the same day the final payment is received. Partial payments will be reflected as deposit adjustments to help ensure that your books reflect the money Square has deposited into your bank.

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

Yes, you can. Import past transactions by adjusting the date range during importation.

Why am I directed to a list of settlements instead of a specific one when I select the Square settlement link?

A Square update prevents us from linking to a specific settlement. However, we still provide the list of settlements, and you can choose the one you need by the date and amount.

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