Sync Square with QuickBooks Online

Learn how to import your Square sales data into QuickBooks Online.

If you use Square to process payments, you can use the Sync with Square app to put the data into QuickBooks Online. You won’t need to create separate transactions in QuickBooks for your Square sales – they’re automatically downloaded for you. Here’s how to set up the app to connect your Square and QuickBooks accounts.

Before you start #

The Sync with Square app has a few limitations:

• QuickBooks doesn’t import your customers’ info from Square, such as names or email addresses.
• If you own a business with multiple branches or locations and you don’t separate the accounting for each one in Square, you shouldn’t have problems with the Sync with Square app. However, if you need to track accounting for each specific location, you’ll need to do some extra work. The Sync with QuickBooks app only tracks one location. You’ll need to manually separate the transactions in QuickBooks
• QuickBooks automatically downloads new transactions at the end of the day as they’re posted. However, there isn’t a single summary view of your daily transactions in QuickBooks.
• Square can only sync with one QuickBooks Online account. After you connect to Square and start downloading transactions, you can’t import them to any other QuickBooks Online account.

What if I use QuickBooks Desktop? #

The QuickBooks Desktop and Square integration is currently supported by Commerce Sync.

I need to let my customers pay on a QuickBooks invoice via Square #

Unfortunately, we don’t have this feature right now.

I need my transactions to import as Sales Receipts instead of Invoice/Payments #

Unfortunately, we don’t support this yet. Transactions are automatically downloaded as invoices or payments.

Step 1: Set up QuickBooks #

Before you download the Sync with Square app, you need to set up a few things in QuickBooks.

Connect your bank account #

If you haven’t already, connect the bank account Square uses to deposit money from your sales.

1. In QuickBooks, go to the Banking menu.
2. Select Add account.
3. Follow the steps to connect the account you use to process Square sales payments.

Turn on the Sales Tax Center #

If you haven’t already, turn on the Sales Tax Center feature. Even if you don’t collect sales tax, the feature needs to be on for the sync to work.

You don’t need to set a sales tax rate. And QuickBooks handles everything for you when it downloads new transactions.

1. Go to the Taxes menu and select the Sales tax tab.
2. Select Set up Sales Tax.
3. Follow the on-screen instructions to set up the feature. Make sure you add the same sales tax agencies you use for Square transactions.

Create new accounts in QuickBooks #

If you don’t already have them, follow the steps to create new accounts in QuickBooks. You’ll use these to track your Square sales, expenses, and fees. Here are default account settings and names you can use.

Import Square products and services #

If you want QuickBooks to use the same product and service items you use in Square, you can import them. This is optional.

Open Square and export your products and services as a .csv. Then go back to QuickBooks. Go to the Products and Services menu and import the list.

Keep in mind, if you don’t import your existing Square product and service items, everything gets a default “Square item” label. You’ll have to change them manually.

Step 2: Get the app #

Once everything is set up in QuickBooks, you can download the Sync with Square app.

1. Sign in to QuickBooks Online.
2. Then, visit the Sync with Square page in the QuickBooks Online app store.
3. Select Get App Now. This starts the connection.
4. Select the company you want to connect from the dropdown.
5. Follow the steps to authorize the connection. Sign in to your Square account with the same sign-in you use for www.squareup.com.
6. On the Basic Settings window, select the Bank and Expense accounts (for fees and other expenses) you use to process payments in Square. Then select the default Payment method. You created these accounts in “Step 1: Set up QuickBooks.” When you’re done, select Save Changes.
7. On the next screen, change any settings you need. When you’re ready, select Connect.

During the setup, you can decide if you want to get a daily email summarizing all your imported Square transactions, including any potential errors.

Step 3: Get transactions #

After you connect the app, QuickBooks automatically downloads your Square transactions.

You don’t need to manually create new Square transactions in QuickBooks. Everything in Square is downloaded for you. QuickBooks downloads new transactions once a day at the end of the day.

How do I know my Square transactions are getting into QuickBooks? #

You get a daily email summarizing the downloaded transactions for the past 24 hours. You can also go the Sales or Expenses tab in QuickBooks to see what was downloaded.

Can I review my transactions before downloading them? #

Currently, you can’t review your transactions before importing them. QuickBooks downloads them automatically.

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

Yes, you can get up to 18 months of prior transactions. 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 import. Don’t select dates you already have transactions for.
5. Select Run.

Step 4: Manage your settings #

If you need to change settings after you connect the app:

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 change the default bank and expense accounts or the payment method.
4. Select Edit next to Defaults for Unmatched Items to update your income account and sales tax code.
5. Select Save changes.

After you save your changes, all future transactions will use your new settings. Old transactions won’t use the new settings.

How do I disconnect the Sync with Square app? #

If you need to, follow the steps to disconnect the app.

Troubleshoot the Sync with Square app #

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.