Square

Connect Square and QuickBooks Online

Integrating your Square account with QuickBooks Online helps you keep your books accurate by automatically importing sales and fees. This guide covers how to manage the integration, handle discrepancies, and troubleshoot common issues.

Connecting Square to QuickBooks Online

To connect your accounts, you must use the QuickBooks Online App Center. This feature is available for QuickBooks Online users; it is not available for QuickBooks Desktop for Mac or QuickBooks Point of Sale (POS).

1. Select the Settings gear icon.
2. Select Apps or Apps and Services.
3. Search for “Square” in the search bar.
4. Select Get App Now and follow the prompts to sign in to your Square account to authorize the connection.

Note: You must be logged in as the QuickBooks Online Administrator to perform this integration.

Reconciling Square transactions and fees

When reconciling your bank accounts, you may notice that the total Square deposit into your bank is less than the original payment received from the customer. This is usually due to Square processing fees.

To ensure your books balance, you must record the Square fees as an expense:

1. Go to the + New menu.
2. Select Journal Entry or Expense (depending on your workflow).
3. Enter the date and the amount of the fee charged by Square.
4. Select the appropriate expense account (e.g., “Bank Service Charges” or “Merchant Service Fees”).
5. Save the entry.

By recording this expense, your Square deposits in QuickBooks will match the actual deposits in your bank statement, making reconciliation easier.

Troubleshooting the Square integration

If you are unable to see the Square app in the App Center or if the importer is not working correctly, try the following steps:

• Check for known issues: Occasionally, technical issues may prevent the app from syncing data. If the import fails or stops working, check the QuickBooks Online status page or community forums for any reported outages.
• Manual entry: If the integration is temporarily unavailable, you can manually enter your Square transactions. You can do this by creating sales receipts or importing data via CSV to ensure your Profit and Loss statements remain accurate.
• Browser settings: Ensure your browser is up to date and that you are not using an incognito or private window, as this can sometimes block the connection to third-party apps.

Canceling the Square integration

If you wish to disconnect or cancel your Square integration trial, you will need to manage this directly through your Square account settings or contact Square support.

• Visit the Square Contact Support page to manage your account preferences or disable the integration.