Square + QuickBooks Online setup guide

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Overview of Square + QuickBooks Online integration

Connect Square and QuickBooks Online to start syncing your daily sales transactions.

  • Sales sync
    • On a daily basis, the integration will sync a summary of your previous day’s sales data from Square into QuickBooks Online, generating a summarised invoice. Or, opt to sync each Square order into an individual QuickBooks invoice.
    • You can customise your preferred sales summary view by 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.

How to set up Square + QBO integration

  1. Register or sign in to the Amaka dashboard to get started.

  2. Click the New integration button and select Square + QuickBooks Online from the integrations list to commence the setup.

  3. Sign in to your Square account by clicking the Connect new account button underneath Square logo. Follow the guided authentication process to grant all relevant permissions.

  4. Authenticate your QuickBooks Online account following the guided authentication process, then click Save + Continue.

  5. Follow the wizard to choose your preferred configuration method, invoice breakdown, invoice format, mapping and scheduler options to complete the setup of the integration.

  6. Click Save + Continue to finish and activate the integration.

If you have selected today’s date as your scheduled sync start date, your transactions will not appear in QuickBooks Online until tomorrow.

Configuration methods

At the beginning of your setup wizard, you’ll be able to choose your preferred configuration method from the options listed below.

Express configuration

Every day, an invoice with your daily sales summary will be created in QuickBooks Online.

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

Order components mapping
Order components Default mappings Valid account types
Sales Square Sales Income/Other Income
Discounts Square Discounts Income/Other Income
Shipping / Delivery Fee Revenue Square Shipping / Delivery Fee Revenue Income/Other Income
Shipping / Delivery Fee Revenue Discounts Square Discounts Income/Other Income
Service Charges Square Service Charges Income/Other Income
Surcharges Square Surcharges Income/Other Income
Tips Square Tips Other Current Liabilities
Square Gift Cards Square Gift Cards Other Current Liabilities
Adjustments Square Sales Income/Other Income
Payout components mapping
Payout components Preset mappings Valid account types
Square Fees Square Fees Expense/Other Expense
Third Party Fees Square Third Party Fees Expense/Other Expense
Square Balance Adjustments Square Square Balance Adjustments
Chargebacks Square Chargebacks Expense/Other Expenes
Square Held Funds Square Held Funds Other Current Asset
Square Loan Payments Square Loan Payments Other Current Liabilities
Square Redemption Code Income Square Redemption Code Income Income/Other Income
Advanced configuration

The advanced setup will allow you to choose your own custom mapping in relation to sales and payments in Square.

Recommended for professional bookkeepers and accountants.
Guided setup

Schedule a call with one of our Integration Specialists that will help you decide on the best configuration method for you and guide you through the setup.

Schedule a call now

FAQ on how to set up Square + QuickBooks

Find answers to the most frequently asked questions about this integration.

Square + QuickBooks Online integration is currently available for Square customers globally.

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.

Fees are synced into Journal Entries. You can view them by going to the Account History of the account mapped to Square Fees or by generating a Journal report.

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.
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