Connect your Square account to QuickBooks Online

Learn how to connect your Square account to QuickBooks 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 categorizes 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.

If you currently use the Sync with Square app #

To avoid duplicate transactions in QuickBooks, take these steps:

  • Before you set up the Connect to Square app, disconnect the Sync with Square app.
  • Note the last date that the Sync with Square app imported transactions. Choose the following day as your import start date when you set up the Connect to Square app.

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 QuickBooks Online.
  2. Visit the Connect to Square page in the QuickBooks Online app store.
  3. Select Get App Now.
  4. Follow the guided steps to set up the connection.

If your business has multiple locations, you can choose which locations the app imports transactions from. You can also choose to have your sales imported as individual sales receipts or grouped into one summary sales receipt.

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.

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 Banking.
  2. Select App transactions, then the For review tab. 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 Banking tab.
    • Review: There are multiple transactions in the books that could be the same as the transaction from Square. Confirm which transaction it matches.

Manage your settings #

You can change the settings for the Connect to Square app by going to the app settings:

  1. Go to Banking.
  2. Select the App Transactions tab.
  3. Select App settings.
  4. Select the tab for the type of setting you want to change.

Common questions about the Connect to Square app #

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

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

How does sales tax get transferred over? #

My customers are importing in as a generic name and not matching the customers inside QuickBooks. How can I fix this? #

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

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

I use QuickBooks Desktop. How can I import my Square transactions? #

How do I disconnect the Connect to Square app? #

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