I should clarify - because my company is well-established, I originally started in QB (desktop - then moved to online), so all my supplier/vendor info is in there.  QB is where I do PO's, make bills and receive inventory.  Simply correcting or adding inventory in Square to update QB is not an acceptable solution to me.  I read the frustrated comments from others indicating the same issue with information flow.  I am not prepared to ditch QB, and roll everything over to Square.  QB is a well-established accounting software.

It seems as though some of the admin here do not operate their own businesses pre-Square/online apps (not an insult, just the working reality of being a small business owner who manages their own financials on a daily basis means we need better solutions).  Also, the need for a third-party apt seems very exclusive and a bit ridiculous for a company that prides itself on solutions and helping businesses.  The reality is, established businesses, rolling over to Square from QB need real world integrations.  Square, thank you for your services so far, but QB is my primary accounting app, and it would be great if you learned how to play a bit more nicely in the sand-box.  You take a portion of my sales, and I would appreciate better solutions.

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@equilibriumvet wrote:

Also, the need for a third-party apt seems very exclusive and a bit ridiculous for a company that prides itself on solutions and helping businesses.  The reality is, established businesses, rolling over to Square from QB need real world integrations.  

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@equilibriumvet 

The reality, both companies doesn't provide any reliable connector for free. Utilize the starter plan of this 3rd party connector for free if you are interested.

https://www.integromat.com/?pc=quickbooks

Is there a way to only use square for in store purchases and update QuickBooks inventory only? I don’t care if Square’s inventory shows to be in the negative constantly. I just need a system that’s easy to make in person sales and creates the invoice in QuickBooks which adjusts the QBO inventory. That’s all I care about. I’m just worried if the Square inventory is wrong it will make QBO inventory wrong. Hope this makes sense. I just need a simple way to check people out in a retail store then forward that purchase info and fees to QBO and that’s it. Can Square do this?

I can provide additional information about QuickBooks and Square, @Morgan17.

When you sync Square to QuickBooks Online (QBO), those sales, fees, taxes, tips, and discounts are imported into QBO, sales transactions and item details are captured in sales receipts, import a daily summary or individual transactions, and bring all data from multiple locations into one place.

To identify if Square can be used in purchases and inventory, I suggest reaching out directly to their Customer Support. You can get their contact number by going to this link: Sync with Square. 

To learn more about QuickBooks and Square integration, check out these articles:

• Connect your QuickBooks Online to Square
• QuickBooks & Square. Better together
• Sync with Square - Default Accounts and Names

Let me know if there's anything that you need to know more about Square and QBO. I'm always here to assist. Have a great rest of the day!

Has this question been answered?  If so, could it be posted or sent to me?

I can see how a two-way integration of items is helpful, lhrt.

The integration between QuickBooks Online and Square has its own limitation at the moment. You'll need to update the quantity of the product in Square first. QBO will then mirror the information once we receive daily updates from them. 

Feel free to know more about Square and QuickBooks Online integration, you can use these articles for reference:

• Sync with Square
• Sync with Square Hub
• Import/export CSV files

Just keep me posted if there's anything else that you need help with. Take care!

From what i have seen, i believe we need to track inventory in square. This inventory should update the inventory in quick books online. That is the intent of the connection, to sync sales and inventory to QB.

In my situation i also have an online store, so what i do on my online store is track inventory in QB and sync that to my online store via a third party software(which i need later anyways to add additional stores i.e. amazon).

I believe this is the solution to online, POS, and QB. I dont have this all set up and tested yet.

QB, please let me know if this seems like it will work on your end.

New to replying, i think the solution is to track inventory on a SKU level and do inventory in Square.

The integration should take square sales apply them to QB and update the inventory in QB.

My items are SKU based and each SKU is different for each variant in my case.

Next i have an online store, in my store i choose to track inventory in QB and connect them together, this pulls online sales to QB and adjusts the inventory on my site per the data in QB.

I have a third party software that i will use to connect my online store to my QB as it will be needed later to connect other online channels like Amazon. I do not have this set up yet but my issue always comes back to inventory and keeping it in sync. I think this will work setting it up this way, QB please let me know if you agree the inventory would update when square sends sales over to QB as the SKU's will match.

Hello everyone! I’ll chime in on the thread to share some information about integrating QuickBooks Online and Square.

Thank you for dropping by, @RobK1. I appreciate you for sharing that here in the Community page.

At the time, the QuickBooks Online and Square integration has its own set of constraints. First, you'll need to edit the product's quantity in Square. Once we receive daily updates from QBO, we will reflect the information.

If you want to learn more about the Square and QuickBooks Online integration, check out these articles:

• Connect to Square
• Connect your Square account to QuickBooks Online
• Import/export CSV files

Keep me posted for further concerns about integrating with square. I’ll make sure to get back to the thread as soon as I can. Stay safe everyone!

So to confirm, if I am using Square to track inventory...

I have 10 of an item in stock, I receive 5 using the square software(new stock), i sell 2 from square pos and in QB i have a sale for 2 from my online store, will my QB inventory and Square sync?

The issue for me is stock, i am able to track stock in 3 locations but i cant seem to find a way to integrate it.

Thank you for your prompt reply, @RobK1. I’ll share further clarification concerning the integration of Square with QuickBooks.

We’re unable to automatically copy your inventory list from Square into QuickBooks Online. However, you can create the same item list in the program. To do so, let’s export the list from Square as a csv file and manually import it to QuickBooks. 

Let’s ensure that the item name and their SKU in QBO matches with Square. Through this, the Sync with Square integration will record sales and decrease item counts accordingly in QuickBooks. 

If you increase the inventory in QuickBooks Online, it won’t affect the data from Square. That means Square doesn’t handle QuickBooks inventories. As mentioned above, you’ll need to update the quantity of the product or item in Square first.

To learn more about importing process of your items from Square into QuickBooks Online, feel free to visit this article: Import Square products and services. 

I’ve also added these links to help you manage your Square transactions:

• QuickBooks & Square. Better together
• Sync with Square - Default Accounts and Names

Should you need additional assistance with syncing your data between the two programs, don't hesitate to let me know. I'll be glad to help.

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@RobK1 wrote:

I have a third party software that i will use to connect my online store to my QB as it will be needed later to connect other online channels like Amazon. I do not have this set up yet

 

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@RobK1 

Which 3rd party connector app do you have?

We are using Webgility but we are not live. Webgility pulls sales from our online store and puts them into QB we also process our online sales through Webgility which sends the status to our online store which notifies the customer. Again we aren't live yet and we have had some issues with Webgility so i am not recommending them at this time. Webgility or a similar software can pull sales from multiple channels, like selling on Amazon or with Home depot, it also connects to UPS for shipping.

Our issue is basically inventory managing and keeping it in sync. But if the Square POS system doesnt update QB inventory and only transfers sales which QB would adjust its inventory at that point, then i think we are good, other than getting our online sales to delete from stock in the square inventory. I will reach out to Square as i know they can sync to my online store but i hear bad things about that.

 QB would update inventory based on sales from the square POS and my online store. Also adding stock based on my PO/Bills. I think this is solved for us if i can get the online sales to delete stock from the POS system and not send those sales to QB.  And please correct me if you see any issues with this.

I am new to all of these software's and have been navigating this for over a year. We  are still trying to find the best combination that all works together and is as automated as possible.

You can also explore another connector

https://synder.grsm.io/quickbooks

If you are not using QBO Advanced, utilize a backup restore app

https://rewindio.grsm.io/quickbooks

Hi MaryLurleenM,  I was wondering if this is an accurate statement, and if so how do I get it to work?

"Once you update your inventory in Square it will sync in QuickBooks." 

I have QBO and have SQUARE REGISTER which I use for special Sales Events, which I do a couple times a year. I have created IDENTICAL ITEM NAMES in the Square items, matching to my QBO ITEMS.  And to be specific, I did not use variations as I do not use variations in QBO.  I do not use SKU in QBO, it is Item Name.

I just did a test transaction on my Square Register, using an item name that matches to QBO, and successfully charged the credit card.  It was an ORANGE SPORT TOP XL, the item name is S6-RSP-ORA-XL, which matches Quickbooks under the same item name.  The transaction has not shown up in my App Transactions Square in QBO.  I am waiting to see if it will import it as an invoice?

I read in customer comments that the items sold in Square shows up as "Square Item Sale" in QBO which means that if I sold an Orange Sport Top XL, it would not record the Item Name.

Will the ap work to bring in the item name so that it deducts it from inventory without having to manually record it as an invoice?

Hi MaryJoyD,

I have synced Square to QBO and ran my first test transaction on my Square Terminal.  Prior to that, I had set up all 5,000 of my QBO Item Names and mapped them to import into Square.

My item, as an example, was an XL Orange Sport Top, Item Name S6-RSP-ORA-XL, which is the item name in both Square and QBO.  The transaction has not shown up in my QBO App Transactions page.

I am wondering IF the Square Sync ap will allow for the item name to by mapped into perhaps a Sales Invoice for Square?  Or if it will be exported as a generic Square Item?

Hi there, @honeygirlwaterwear.

I'll share insights about how app integrations work in QuickBooks Online so you can sync your sales transactions accordingly.

Here in the Community, we don't have a direct view and access to any of the applications integrated with QuickBooks. With this, I recommend contacting the Technical Support of Square.

From there, one of the specialists can help and share the steps needed to map the accounting preferences and generate your sales activity. You can view the contact information of your app provider by checking it under the App Information section.

For all the features and functions of QuickBooks, you can log in to any of our supported browser versions and use this reference for guidance: Help Articles in QuickBooks Online. Also, you're able to read subtopics that will describe how a feature is used and how to accomplish tasks related to its functions.

Let me know in the comments if you have any other questions aside from working with applications in QuickBooks. Use the Reply option below to leave a comment and don't forget to include my name, @JonpriL. Take care always, @honeygirlwaterwear!