Square + Xero setup guide

Pamela Calilung
Customer success manager Request support

Overview

Connect Square and Xero to start syncing your daily sales transactions.

How it works

Connect Square to Xero to automatically create accounting entries for your daily Square 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 format choosing between Summarised, Categorised or by Product.
  • Captures all payments transactions including gift cards, tips, tax and Square fees.

Before you start

How to setup the integration

Go to the Amaka Integrations page and click the New Integration button.

  1. Select the Square + Xero integration to start the setup wizard.
  2. Follow the wizard to authenticate your Square and Xero accounts.
  3. Choose your preferred setup method: Express, Advanced or Guided.
  4. Choose the features that you wish to enable:
    Sales
    : Sync your daily sales transactions into Xero.
    Payments
    : Allow your customers to pay your invoices through Square.
  5. Choose the invoices breakdown:
    Summarise into one invoice
    : Sales from all activated locations will sync to one invoice.
    Split invoices by location
    : One invoice for each activated location.
  6. Select which locations you want to sync.
  7. Choose your preferred sales invoice format:
    Summarised
    : Sales totals into an invoice including, tips, fees taxes and more.
    Categorised
    : The invoice will have a line item for each category of products sold.
    Products
    : The invoice will have a line item for each product sold.
    Categorised
    Summarised
    Products
  8. Follow the steps of the wizard and reach the Scheduler setup.
Express setup

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

Account and code mapping
Square accountXero accountAccount typeCode
Square Sales (Taxable)Square Sales (Taxable)RevenueSQ-20000
Square Sales (Tax Free)Square Sales (Tax Free)RevenueSQ-20001
Square Discounts (Taxable)Square Discounts (Taxable)RevenueSQ-20002
Square Discounts (Tax Free)Square Discounts (Tax Free)RevenueSQ-20003
Square Surcharges (Taxable)Square Surcharges (Taxable)RevenueSQ-20004
Square Surcharges (Tax Free)Square Surcharges (Tax Free)RevenueSQ-20005
Square FeesSquare FeesExpenseSQ-30000
TipsSquare TipsCurrent LiabilitySQ-80000
Gift CardSquare Gift CardCurrent LiabilitySQ-80001
CashSquare Cash ClearingCurrent AssetSQ-60000
Card PaymentsSquare Credit/Debit ClearingCurrent AssetSQ-60001
All Other Payment TypesSquare Other Payment ClearingCurrent AssetSQ-60002
TAX Mapping by country

Scroll horizontally to browse TAX mapping for more countries.

SquareXeroAUNZUKUSASGZAGlobal
Square Sales (Taxable)Square Sales (Taxable)GST on IncomeGST on Income20% (VAT on Income)Tax on SalesStandard-Rated SuppliesStandard Rate SalesTax on Sales
Square Sales (Tax Free)Square Sales (Tax Free)GST Free IncomeZero RatedZero Rated IncomeTax ExemptZero-Rated SuppliesNo VATTax Exempt
Square Discounts (Taxable)Square Discounts (Taxable)GST on IncomeGST on Income20% (VAT on Income)Tax on SalesStandard-Rated SuppliesStandard Rate SalesTax on Sales
Square Discounts (Tax Free)Square Discounts (Tax Free)GST Free IncomeZero RatedZero Rated IncomeTax ExemptZero-Rated SuppliesNo VATTax Exempt
Square Surcharges (Taxable)Square Surcharges (Taxable)GST on IncomeGST on Income20% (VAT on Income)Tax on SalesStandard-Rated SuppliesStandard Rate SalesTax on Sales
Square Surcharges (Tax Free)Square Surcharges (Tax Free)GST Free IncomeZero RatedZero Rated IncomeTax ExemptZero-Rated SuppliesNo VATTax Exempt
Square FeesSquare FeesGST on ExpenseGST on Expense20% (VAT on Expenses)Tax on PurchasesStandard-Rated PurchasesStandard Rate PurchasesTax on Purchases
TipsSquare TipsBAS ExcludedNo GSTNo VATTax ExemptNo TaxNo VATTax Exempt
Gift CardSquare Gift CardBAS ExcludedNo GSTNo VATTax ExemptNo TaxNo VATTax Exempt
AdjustmentSquare Sales (Tax Free)GST Free IncomeNo GSTNo VATTax ExemptNo TaxNo VATTax Exempt
Account and code mapping
Square accountXero accountAccount typeCode
Square FeesSquare FeesExpenseSQ-30000
Card PaymentsSquare Credit/Debit ClearingCurrent AssetSQ-60001
TAX Mapping by country

Scroll horizontally to browse TAX mapping for more countries.

SquareXeroAUNZUKUSASGZAGlobal
Square FeesSquare FeesGST on ExpenseGST on Expense20% (VAT on Expenses)Tax on PurchasesStandard-Rated PurchasesStandard Rate PurchasesTax on Purchases
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

Guided setup where you can schedule a call with one of our integration experts that will guide you through the setup.

Schedule a call now

Scheduler

The scheduler allows you to select the date you want to start syncing Square transactions to your Xero file.

  • The Advanced settings will give you an option to change the timezone. By default, the timezone is set to your browser’s timezone.
Amaka scheduler

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