Square + QuickBooks Online Setup Guide

Pamela Calilung
Customer success manager Request support
This integration is available for Square customers globally.

Overview

Connect Square and QuickBooks Online to start syncing your daily sales transactions.
  • Sales
    • On a daily basis, the integration will sync a summary of your previous day’s sales data from Square into QuickBooks Online generating an invoice.
    • You can customise your preferred sales summary view choosing from a wide array of formats.
    • Capture all payment transactions including gift cards, tips, tax and Square fees.
    • Easily reconcile Square sales and payments in QuickBooks Online.

Before you start

How to setup the integration

  1. Browse the Amaka dashboard to get started.
  2. Sign in to your Square account and click allow to grant all relevant permissions.
  3. Authenticate your QuickBooks Online account by clicking the Connect new account button.
  4. Choose the QuickBooks Online organisation you want to connect, then click Allow access.
  5. Click Save + Continue.
  6. Follow the wizard to choose your preferred setup method, invoice breakdown, invoice format, mapping and scheduler options to complete the setup of the integration.
  7. Click Save + Continue to finish and activate the integration.
After completing the setup, the new integration will be listed on the app dashboard where you can edit it or start a new one.
Express setup
Every day, an invoice with your daily sales summary will be created into QuickBooks Online.

The integration will automatically map sales and payments from Square into QuickBooks Online by creating the following default accounts:

Accounts and code mapping
Sales Type Quickbooks Account / Product and Service Name Quickbooks Account Type Quickbooks Account Detail Type Quickbooks Accounts Products and Services Type Account Number/SKU
Sales Square Sales Income Sales of Product Income (SalesOfProductIncome) Non-inventory SQ-2000
Discounts Square Discounts Income Discounts/Refunds Given (DiscountsRefundsGiven) Non-inventory SQ-2001
Shipping/Delivery Fees Square Shipping/Delivery Fees Income Service/Fee Income
 (ServiceFeeIncome)
Non-inventory SQ-2002
Service Charges Square Service Charges Other Current Liability Other Current Liability
 (OtherCurrentLiabilities)
Non-inventory SQ-8003
Tips Square Tips Other Current Liability Other Current Liabilities (OtherCurrentLiabilities) Non-inventory SQ-8000
Gift Cards Square Gift Cards Other Current Liability Other Current Liabilities (OtherCurrentLiabilities) Non-inventory SQ-8001
Adjustments Square Sales Income Sales of Product Income (SalesOfProductIncome) Non-inventory SQ-2000
Square Fees Square Fees Expenses Other Business Expenses Non-inventory SQ-3000
Chargebacks Square Chargebacks Expenses Other Business Expenses Non-inventory SQ-3001
Square Card Square Card Bank Money Market   N/A, only account creation is needed. No need for product and service. SQ-0001
Square Balance Adjustments Square Balance Adjustments Other Current Liability Other Current Liabilities (OtherCurrentLiabilities) Non-inventory SQ-8004
Payment Mapping
Payment Type Quickbooks Account / Product and Service Name Quickbooks Account Type Quickbooks Account Detail Type Quickbooks Accounts Products and ServicesType Account Number/SKU
Card Payments Property: CARD Square Balance Bank Money Market   Non-inventory SQ-0000
Cash Property: CASH Square Cash Clearing Other Current Asset Other Current Assets (OtherCurrentAssets) Non-inventory SQ-6000
Gift Cards Property: SQUARE_GIFT_CARD Square Gift Cards Other Current Liability Other Current Liabilities (OtherCurrentLiabilities) Non-inventory SQ-8001
Bank Transfer Property: BANK_TRANSFER Square Other Payments Clearing Other Current Asset OtherCurrentAssets Non-inventory SQ-6001
Wallet Property: WALLET
Third Party Card Property: THIRD_PARTY_CARD Square Other Payments Clearing Other Current Asset OtherCurrentAssets Non-inventory SQ-6001
All other payment types Square Other Payments Clearing Other Current Asset OtherCurrentAssets Non-inventory SQ-6001
Square Balance Mapping
Square Locations Quickbooks Account Filtering
{All Square Locations in the file} Filter by account type
  • Bank (Except our Square Balance SQ-0000 account and Square Card SQ-0001 account)/li>
Tax Mapping
Tax Categories – Tax Name Quickbooks Account / Product and Service Name Quickbooks Account Type Quickbooks Account Detail Type Quickbooks Accounts Products and Services Type Account Number/SKU
{All Square Tax Types} Square Taxes The name should follow the format of 'Square {{Tax Name}}’ Other Current Liability Other Current Liabilities Non-inventory SQ-81__
Square Automated Calculated Tax Square Collected Taxes Other Current Liability Other Current Liabilities Non-inventory SQ-8002
Advanced setup
The advanced setup will allow you to choose your own custom mapping and browse advanced settings.
Recommended for professional bookkeepers and accountants.
Guided setup
Schedule a call with one of our integration experts that will guide you through the setup. Schedule a call now

FAQ

Square + QuickBooks Online integration is currently available for Square customers globally.
You can choose our 100% free plan or unlock advanced features by subscribing to our paid Premium plan. Learn more by browsing our pricing page
Of course! If you would like to request a walkthrough or discuss the capabilities of the integration in more detail, you may schedule a support session with one of our integration experts.
Go to the Business Tab in QuickBooks Online and select Bills to Pay. Square Fees sync when Square deposits the payments to your bank account. Bills related to Square Fees have a reference format [Location Name] Square Fees [Date].
Sure, you can select the date that you wish the data to be synced from through the integration scheduler.
Square Balance bank account is a clearing account for the Credit Card takings processed through Square. Be aware that when the Square Balance is deleted or edited from the chart of accounts, the daily sync may fail.
In case you have revoked the access or changed credentials of an account used for an integration, you can easily reconnect it by expanding the options menu and clicking the Reconnect (or Edit) button in the Connected accounts page.
At any time, you can access your Amaka dashboard and disable an integration by either turning it OFF or deleting it entirely. You can follow the instructions here.

What’s next?

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