Overview
United States
Australia, UK, Ireland and Canada
*Any reference to GST in the video above is intended as VAT for UK customers.
- Sales
- On a daily basis, the integration will sync a summary of your previous day’s sales data from Square into Xero 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 Xero.
- Payment service
- Add Square as a Xero payment service and enable your Xero invoices to be paid via Square.
Before you start
- Sign up for a Square account and a Xero account (if you haven’t already).
- The Square + Xero integration is available in Australia, United Kingdom, Ireland, Canada and United States.
How to setup the integration
- Browse the integration setup page to get started.
- Sign in to your Square account and click allow to grant all relevant permissions.
- Authenticate your Xero account by clicking the Connect new account button.
- Choose the Xero organisation you want to connect, then click Allow access.
- Click Save + Continue to accept Amaka’s terms and conditions.
- Follow the wizard to choose your preferred setup method, invoice breakdown, invoice format, mapping and scheduler options to complete the setup of the integration.
- 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 Xero until tomorrow.
If you need asssistance, you can close the wizard at any time and schedule a support session with one of our integration experts or contact your trusted accountant/bookkeeper for support. The integration will be saved as a DRAFT automatically.
Setup methods
Express setup
Every day, an invoice with your daily sales summary will be created into Xero.The integration will automatically map sales and payments from Square into Xero by creating the following default accounts:
Default accounts mappingAccount and code mapping
| Square Transaction Type | Account Code | Account Name | Account Type | Tax Type (AU) | Tax Type (UK) | Tax Type (CA)/(IE) | Tax Type (US) |
|---|---|---|---|---|---|---|---|
| Sales | SQ-200000 | Square Sales | Revenue | GST on Income | 20% VAT on Income | Tax on Sales | Tax Exempt (NONE) |
| Discounts | SQ-200001 | Square Discounts | Revenue | GST on Income | 20% VAT on Income | Tax on Sales | Tax Exempt (NONE) |
| Shipping/Delivery Fees | SQ-200002 | Square Shipping/Delivery Fees | Revenue | GST Free Income | Zero Rated Income | Tax Exempt | Tax Exempt (NONE) |
| Service Charges | SQ-200003 | Square Service Charges | Current Liability | GST on Income | 20% VAT on Income | Tax on Sales | Tax Exempt (NONE) |
| Square Fees | SQ-300000 | Square Fees | Expense | GST on Expenses | No VAT | Tax Exempt | Tax on Purchases |
| Square Chargebacks | SQ-300001 | Square Chargebacks | Expense | GST on Expenses | 20% VAT on Expenses | Tax on Purchases | Tax Exempt (NONE) |
| Tips | SQ-800000 | Square Tips | Current Liability | BAS Excluded | No VAT | Tax Exempt | Tax Exempt (NONE) |
| Gift Cards | SQ-800001 | Square Gift Cards | Current Liability | BAS Excluded | No VAT | Tax Exempt | Tax Exempt (NONE) |
| Adjustments | SQ-200000 | Square Sales | Revenue | GST on Income | 20% VAT on Income | Tax on Sales | Tax Exempt (NONE) |
| Square Balance Adjustments | SQ-600001 | Square Balance Adjustments | Current Asset | BAS Excluded | No VAT | Tax Exempt | Tax Exempt (NONE) |
| Square Card | SQ-00001 | Square Card | Bank | — | — | — | Tax Exempt (NONE) |
Account and code mapping
| Square Payment Type | Account Code | Account Name | Account Type | Tax Type (AU) | Tax Type (UK) | Tax Type (CA)/(IE) | Tax Type (US) |
|---|---|---|---|---|---|---|---|
| Card Payments | SQ-000000 | Square Balance | Bank Account | BAS Excluded | No VAT | Tax Exempt | Tax Exempt (NONE) |
| Cash | SQ-600000 | Square Cash Clearing | Current Asset | BAS Excluded | No VAT | Tax Exempt | Tax Exempt (NONE) |
| Gift Cards | SQ-800001 | Square Gift Cards | Current Liability | BAS Excluded | No VAT | Tax Exempt | Tax Exempt (NONE) |
| Bank Transfers | SQ-600002 | Square Other Payments Clearing | Current Asset | BAS Excluded | No VAT | Tax Exempt | Tax Exempt (NONE) |
| Third Party Cards | SQ-60002 | Square Other Payments Clearing | Current Asset | BAS Excluded | No VAT | Tax Exempt | Tax Exempt (NONE) |
| Square Card | SQ-600002 | Square Other Payments Clearing | Current Asset | BAS Excluded | No VAT | Tax Exempt | — |
| Exchange Credit | SQ-800002 | Square Exchange Credit Clearing | Current Liability | BAS Excluded | No VAT | Tax Exempt | Tax Exempt (NONE) |
| All Other Payment Types | SQ-600002 | Square Other Payments Clearing | Current Asset | BAS Excluded | No VAT | Tax Exempt | Tax Exempt (NONE) |
Advanced setup
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 experts that will guide you through the setup. Schedule a call nowSetup mapping tips
Payments
| Property | Description |
|---|---|
| Cash | It is recommended to use a Clearing Account with an account type Current Asset. |
| Square Gift Card | It is recommended to use a Clearing Account with an account type Current Liability. This should match the account previously selected for gift card sales. |
| All other payment types | It is recommended to use a Clearing Account with an account type Current Asset. |
Settlements
| Property | Description |
|---|---|
| Square settlements | Deposits will be synced as Bank Transfers from Square Settlement to the mapped bank account. Select the bank account where Square deposits the payments. |
FAQ
Yes, Square + Xero integration is currently available for Xero customers in Australia, United Kingdom, Ireland, Canada and United States.
The integration has been built in partnership with Square and Xero and it is 100% free of charge.
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.
Unfortunately at the moment, this feature is not supported, but it is something we are considering for a future release. As an alternative solution, you can manually add a line in the invoice to charge a credit card surcharge.
Go to the Business Tab in Xero 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 cliking 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.
