Best practices for handling Square Online orders

Overview

Square Online orders move through various statuses, which are usually updated by your team based on your workflow. The Amaka integration will only sync orders that are marked as fully paid and completed. This ensures that your records reflect finalised transactions, keeping your POS data accurate and up-to-date.

There are three categories of users when it comes to managing order statuses:

Online orders are being updated throughout the day, making sure to complete all orders by the end of the shift. The data will always sync on time, and everything is always up-to-date in your accounting app.

Orders are being updated but due to specific fulfilment processes, some orders might not be completed on the same day they’re received.

It is understandable that the fulfilment process may take longer than a single day, and that’s perfectly fine! The integration is designed to sync your orders once they are marked as completed. For example, if you receive an order on June 30th, payment is made on July 5th, and the order is completed on July 6th, everything (sales and payment) will sync together on July 6th.

Online order statuses are not updated manually. However, online orders won’t sync until they are marked as completed. There will be a discrepancy between your integration data and POS data as orders not marked as complete will not be captured by the integration.

If updating order statuses isn’t part of your usual workflow, our additional Managed Reconciliation Services can help you. With your consent, we can handle the completion of fully paid orders for you, ensuring your records stay accurate. This service is particularly helpful if keeping up with order statuses isn’t something you do manually or often.

Why order status matters

Keeping your order statuses updated is essential for maintaining accurate and up-to-date records. If an order isn’t marked as completed, it may not appear in your synced data, leading to discrepancies when you reconcile your sales or track payments. We’ll send you friendly reminders if there are any online orders requiring your attention—especially if it looks like an order may have slipped through the cracks.