Square + Xero Setup Guide

Pamela Calilung
Customer success manager Request support
This integration is only available for Xero customers in Australia and UK
Square + Xero integration is 100% free of charge!

Overview

*Any reference to GST in the video above is intended as VAT for UK customers.

Connect Square and Xero to start syncing your daily sales transactions and add Square as a payment service to your Xero account. The integration offers two sync options:
  • 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 only available for customers in Australia.

How to setup the integration

  1. Browse the integration setup page to get started.
  2. Sign in to your Square account and click allow to grant all relevant permissions.
  3. Authenticate your Xero account by clicking the Connect new account button.
  4. Choose the Xero organisation you want to connect, then click Allow access.
  5. Click Save + Continue to accept Amaka’s terms and conditions.
  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 Xero.

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
Square ChargebacksSquare ChargebacksExpenseSQ-30001
Square Balance AdjustmentsSquare Balance AdjustmentsCurrent AssetSQ-60003
Square Service ChargesSquare Service ChargesRevenueSQ-20007
Square Shipping/Delivery FeesSquare Shipping/Delivery FeesRevenueSQ-20006
TipsSquare TipsCurrent LiabilitySQ-80000
Gift CardSquare Gift CardCurrent LiabilitySQ-80001
CashSquare Cash ClearingCurrent AssetSQ-60000
Card PaymentsSquare BalanceBank AccountSQ-00000
All Other Payment TypesSquare Other Payment ClearingCurrent AssetSQ-60002
TAX Mapping

Scroll horizontally to browse TAX mapping for more countries.

SquareXeroAUUK
Square Sales (Taxable)Square Sales (Taxable)GST on Income20% VAT on Income
Square Sales (Tax Free)Square Sales (Tax Free)GST Free IncomeZero Rated Income
Square Discounts (Taxable)Square Discounts (Taxable)GST on Income20% VAT on Income
Square Discounts (Tax Free)Square Discounts (Tax Free)GST Free IncomeZero Rated Income
Square Surcharges (Taxable)Square Surcharges (Taxable)GST on Income20% VAT on Income
Square Surcharges (Tax Free)Square Surcharges (Tax Free)GST Free IncomeZero Rated Income
Square Shipping/Delivery Fees (Tax Free)Square Shipping/Delivery Fees (Tax Free)GST Free IncomeZero Rated Income
Square Service Charges (Tax Free)Square Service Charges (Tax Free)GST Free IncomeZero Rated Income
Square ChargebacksSquare ChargebacksGST on Expenses20% (VAT on Expenses)
Square Balance AdjustmentsSquare Balance AdjustmentsBAS ExcludedNo VAT
Square FeesSquare FeesGST on ExpenseNo VAT
TipsSquare TipsBAS ExcludedNo VAT
Gift CardSquare Gift CardBAS ExcludedNo VAT
AdjustmentSquare Sales (Tax Free)GST Free IncomeNo VAT
Account and code mapping
Square accountXero accountAccount typeCode
Square FeesSquare FeesExpenseSQ-30000
Card PaymentsSquare BalanceBank AccountSQ-00000
Square Balance AdjustmentsSquare Balance AdjustmentsCurrent AssetSQ-60003
Square ChargebacksSquare ChargebacksExpenseSQ-30001
TAX Mapping

Scroll horizontally to browse TAX mapping for more countries.

SquareXeroAUUK
Square FeesSquare FeesGST on ExpenseNo VAT
Square ChargebacksSquare ChargebacksGST on Expenses20% (VAT on Expenses)
Square Balance AdjustmentsSquare Balance AdjustmentsBAS ExcludedNo VAT
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 now

Setup mapping tips

Payments
PropertyDescription
CashIt is recommended to use a Clearing Account with an account type Current Asset.
Square Gift CardIt 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 typesIt is recommended to use a Clearing Account with an account type Current Asset.
Settlements
PropertyDescription
Square settlementsDeposits will be synced as Bank Transfers from Square Settlement to the mapped bank account. Select the bank account where Square deposits the payments.

FAQ

Square + Xero integration is currently available for Xero customers in Australia and UK.
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.

Troubleshooting

Browse our troubleshooting page, in case your integration is not working as expected.

What’s next?

Need any help?
Need help? Visit our Help desk or Schedule a support session.