Connect your Square account to QuickBooks Online

Learn how to connect your Square account to QuickBooks Online 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 categorises 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.

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 your QuickBooks Online account.
2. Visit the Connect to Square page in the QuickBooks Online app store.
3. Select Get App Now.
4. Select Get started.
5. You’ll need to grant permission for QuickBooks and Square to share product details. Select Give permission.
6. In the new tab that opens, enter your Square account login credentials, then select Sign in.
7. Select the Square locations you want to sync with QuickBooks. Then, use the dropdown menu to select the bank account where you want to deposit that location’s sales. Select Next.
8. Use the dropdown menu to select a starting date for the transactions you want to bring in. Later, you’ll be able to choose which transactions you want to add into QuickBooks.
9. Select Finish.

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.

Note: Summary view is not yet available outside the United States.

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.

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 Transactions, then select App transactions (Take me there).
2. Select For review. 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 Bank transactions tab.
   • Review: There are multiple transactions in the books that could be the same as the transaction from Square. Confirm which transaction it matches.
4. Once you’ve added transactions, you can review them by going to the Reviewed tab, then select the sales receipt or deposit under the Added/Matched column.

Manage your settings or disconnect the app

You can change the location, item, and customer settings for the Connect to Square app by going to the app settings. Here you’ll also find advanced settings, and where to go to disconnect the app.

1. Go to Transactions, then select App transactions (Take me there).
2. Select App settings, then Square.
3. Select the tab for the type of setting you want to change. To disconnect the app, select Disconnect Square.
4. Select Done.

Change the income account for the default Square Item

By default, all imported sales transactions are added as “Square Item” in QuickBooks. This product or service item maps to a specific income account in your chart of accounts. To change the account the Square Item maps to:

1. Go to Sales and select Products & services (Take me there).
2. In the Find products and services field, search for “Square Item".
3. Under the Action column, select Edit.
4. In the Income account dropdown menu, select the income account you want Square sales to record to.
5. Select Save and close.

Common questions about the Connect to Square app