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Intuit
19 helpful votes

Sync with Square Hub

Looking to import your Square sales into QuickBooks Online? Connect the Sync with Square app by visiting our App Center.

Below are frequently asked questions and knowledge-based articles you might find helpful as you go through the sync process.

What are the current limitations?

The following are known limitations of this version of Sync with Square.

  1. Customer details: None of the details of your customers’ information, such as name and email address, is imported.
  2. Multiple locations: You can use this app if you own a business with multiple branches (locations) and you do not separate the accounting between locations in the Square portal. This app provides limited multiple-location support (only one location can be connected). If it is critical for you to separate the accounting between each of your business branches, this will not work for you.
  3. Summary of transactions: A single unified summary view of your daily transactions is not provided. Instead, each transaction is automatically imported daily, one-by-one after it has posted.
  4. Unable to "re-import" transactions: Once a Square account is connected to a QuickBooks Online account and transactions have been imported, those transactions will not import again into any other QuickBooks Online account.

How much does the Sync with Square app cost?

The best part is that the Sync with Square app is free!

What if I use QuickBooks Desktop?

We’ve got you covered! The QuickBooks Desktop + Square integration is currently supported by Commerce Sync. Want to learn more?NOTE: If you use the desktop client for QuickBooks online, you can use the free QuickBooks online version of the integration.

Will this integration work with commonly available 3rd party Square to QuickBooks integration software?

If you want to sync Square transactions with QuickBooks, there's no need to use 3rd-party integration software. However, if you choose to do so, you can use the Sync with Square app or your existing software (but not both) to avoid duplicate transactions from appearing in QuickBooks.

Wait, duplicate entries? Could this potentially create problems in my QuickBooks registers?

To prevent duplicate transactions from appearing in your QuickBooks register, please do not do any of the following:

  • Run multiple integration methods, at the same time, to import information from Square
  • "Add" your bank feed transactions for your Square account instead of "match" them
  • Import transactions by using different methods of connecting to QuickBooks for dates that have already been imported
  • Invoke different methods of connecting QuickBooks to Square at the same time
  • Pull transactions for overlapping dates

Sync with Square - Default Accounts and Names

Where can I get the Sync with Square app?

The Sync with Square app is available in QuickBooks Online app store.

How can I set up this app?

Before you select Get app now:

  1. Sign in to QuickBooks Online.
  2. Select the Get App Now button on the web page.
  3. Select your company.If you have multiple QuickBooks online companies associated with your user ID, make sure to choose the company you want to use the app with.
  4. Sign in to your Square account, using the login credentials you used for www.squareup.com.
  5. Authorize the integration between Square and your QuickBooks online account.
  6. Select Basic Settings and Defaults for Unmatched Items to check the categories into which your Square transactions will map into QuickBooks.
  7. Select registers that are associated with your Sales, Square Fees, Sales Tax, and Deposit Bank Account.
  8. Select the default payment method for Square transactions.
  9. Choose if you want to subscribe to an automatic email.If you choose to subscribe, an email is sent daily, containing a summary of all your imported transactions, including any potential error.

Congratulations! Your setup is complete and your transactions are ready to sync!

How will QuickBooks Online get my Square transactions?

After you activate this connection, your Square transactions will be securely imported from Square to QuickBooks online.

How secure is the import process?

We use standard secure OAuth transfer protocol to import your Square information from Square to QuickBooks Online.

Are there any specific QuickBooks Online capabilities I need to turn on for this integration?

For this Sync with Square integration to work, sales tax needs to be turned on in your QuickBooks online account for the company you want to use with the app. Even if you do not charge your customers sales tax, the Sales Tax Center needs to be turned on.

To turn on Sales Tax:

You do not need to enter a sales tax rate. The Square app automatically completes this for you during the import process.

  1. Sign in to your QuickBooks online account.
  2. Select Taxes then Sales tax from the left navigation pane.The Sales Tax Center page in QuickBooks online opens.
  3. Select the Set up Sales Tax Rate button.
  4. Complete the setup using the on-screen instructions.

How many times a day will this application import my transactions, and from what point will it start?

This app imports transactions once a day, at the end of the day. The import starts from the day that you activate the Sync with Square app. You also get a summary of these imports via email, unless you choose to turn them off.

Is there a way that I can use the Sync with Square integration application to import prior transactions from my Square account?

Yes, for up to 18 months of previous transactions can be automatically imported. To do this:

  1. Sign in to your QuickBooks online company, then select My Apps.
  2. Select Settings under Sync with Square.
  3. Select Run next to Manual Import.
  4. Select a date range for the transactions you want to manually import.
  5. Select Run.

I accept payments using Square and manually create them in QuickBooks Online. Do I need to continue doing so?

With the new Sync with Square app, you don’t need to create any transactions in QuickBooks online for Square payments.

How can I change my mapping settings after the import is complete?

Select Edit next to Defaults for Unmatched Items to update the defaults for income account and sales tax code.

  1. Sign in to your QuickBooks online company, then select My Apps.
  2. Select Settings under Sync with Square.
  3. Select Edit next to Basic Settings to update Bank account, Expense account, and Payment method.
  4. Select Save changes.

What happens to my transactions after I change mapping settings?

All transactions that were previously imported retain the old mappings. All transactions that are imported after you change the mappings match your new settings.

How do I know my Square transactions are importing into QuickBooks?

Unless you choose to turn off email notifications, you get a daily email with the transactions imported in the past 24 hours. You can also go to the relevant tabs in QuickBooks (for example, Sales or Expenses) and see the transactions that were imported.

How can I fix Square transaction errors?

  1. Go to the QuickBooks apps store and select My Apps.
  2. Find Sync with Square, then select Settings.
  3. Select View next to Error Logs.
  4. Select Details next to each error log.
  5. Select Retry after fixing the error.

Can I review my transactions before importing them

As of now, there isn’t a way to review your transactions before importing them. We are working on this – stay tuned!

I am seeing duplicate transfers – one set coming into my actual bank and the other set coming to Deposit Bank for Square. What can I do?

We recommend changing the default bank that is linked to the Sync with Square app. By default, this bank is listed as the Deposit Bank for Square.

During your first-time setup or ongoing setup, you can change the default to the actual bank account from which Square settlement occurs.Later, you can update this setting:

  1. Sign in to your QuickBooks online company, then select My Apps.
  2. Find Sync with Square, then Settings.
  3. Select Edit next to Basic Settings.
  4. Update the default Bank account where Square deposits your money.
  5. Select Save changes.

I am having trouble reconciling my books. What can I do?

Potential reconciliation problems can be caused because of:

  • Unresolved errors
  • The default bank linked to the Sync with Square integration.

To fix unresolved errors:

  1. Sign in to your QuickBooks online company, then select My Apps.
  2. Find Sync with Square, then select Settings.
  3. Select View next to Error Logs.
  4. Select Details next to each error log.
  5. Select Retry after fixing the error.

During your first-time setup or ongoing setup, you can change the default to the actual bank account from which Square settlement occurs.To update the default bank:

  1. Sign in to your QuickBooks online company, then select My Apps.
  2. Find Sync with Square, then select Settings.
  3. Select Edit next to Basic Settings.
  4. Update the default Bank account where Square deposits your money.
  5. Select Save changes.

How do I disconnect an app?

Common Feedback

How do I categorize products/services and move them to pre-assigned accounts?

The Sync with Square app lets you import products or services into the proper accounts. To make this work, you need to set up your QuickBooks Items just the way you have them in Square.To do so, go to your Square account and export your items (that is, products and services) as a .csv file. Then, import this file into QuickBooks under the option to Import Products & Services. After you do so, the app automatically imports your transactions with their respective product or service name.

If Square products or services are not specified in your books, Sync with Square categorizes the item with the default name Square Item. You can set up how to categorize Square products and services in the App Settings tab.

I need a daily digest of all of my transactions into QuickBooks. In other words, I do not want transaction detail imported into QuickBooks. Instead, I just want a summary of all my transactions imported into QuickBooks. How can I do so?

We know you’d like a daily digest so you can look at a summary of everything imported view. We’re on it! For now, we’re introducing this feature to a select set of users, who have requested this feature by calling our Support team. After the feature passes the initial test run, we plan to make it available to all our users.

I am a multi-location business. Can this integration work for me?

Sync with Square provides limited support for multi-location businesses. If you're a small business that operates in multiple locations and you don’t separate your transactions by location within the Square portal, then you can use Sync with Square. The app currently only supports one location upon connection.

I need Square customer names imported into QuickBooks.

Currently, we don’t support importing Square customer names in Sync with Square.

I need the ability to let my customers pay on a QuickBooks invoice via Square.

We don’t provide this feature right now.

I need my transactions to import as Sales Receipts (instead of Invoice/Payments).

We do not support this yet. If you feel that you need this feature, please let us know by using the Feedback option available in your QuickBooks account. Go to your QuickBooks Online account, choose your company, then select Feedback under Your Company.

Get more from QuickBooks

Access features like automatic reconciliation and real-time updates by signing in to your QuickBooks Online account and adding payments for free.

Visit QuickBooks Payments website to learn more.

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