How to Sync Square with QuickBooks?

import square into quickbooks desktop

QuickBooks is the outstanding accounting software used mostly in the United States and the United Kingdom. It was introduced by Intuit to make accountancy easy, fast and error free. It is made up of new and advanced tools and contains various features for tackling day-to-day accounting issues. QuickBooks online helps to manage all track inventory which contains completed information in the form of statements. It plays a major role in running and managing the business, keeping it hassle-free.

Advantages of QuickBooks Online:

  1. It helps you to track down your projects until the end.
  2. Allows you to manage your clients by putting their details, notes, and information down in one consolidated list.
  3. Additionally, it helps you to share your documents securely by communicating and managing your deadlines through QuickBooks.
  4. You can also track your inventory through QuickBooks every day.

Syncing Square with QuickBooks Online

The application is a one-way integration that imports your sales transactions from Square into QuickBooks but not vice-versa.

Advantages of using Square and QuickBooks Online

  1. Your sales, discounts, offers, and taxes in each product gets automatically updated in your QuickBooks Online overnight, giving you a clear picture of your earlier day sales and in future your monthly and yearly sale.
  2. When you make a sale, the product and the transaction details get automatically captured in the form of invoice separately so that you can refer them later.
  3. All your payment processing fees associated with the square is synced in the form of a custom report created by QB.
  4. It helps to keep your book up to date by matching all your transactions, be it refund or payment by your bank statements and hence keeps your business error-free.

Limitations of Square and QuickBooks Integration

As you already know that QuickBooks and Square integration make a powerful combination, it is very important to understand the limitations of this bond. Following points are mentioned below:

  1. You cannot import details of the buyer like name or email id. While going through the data, it will be displayed as a “Square Customer”.
  2. The summary of the daily transaction is not available.
  3. You cannot pay a QuickBooks invoice with the help of Square.
  4. Analyzing the transactions is not possible before importing.
  5. Square sails are imported in QuickBooks in the form of invoices and payments.

Things to Check Before Installing

  1. You have to login as an Admin along with single-user mode in QuickBooks.
  2. It is suggested to reboot the PC before installing the program.
  3. Make sure that you have QuickBooks installed on your computer.
  4. The system should have Windows 7,8,10 in order to install commerce sync.
  5. The company files you want to sync should be open during installation.

The possibility of Syncing Square with QuickBooks Online

It depends on what you are syncing, and if it is QuickBooks Online then it can be synced. But if it is QuickBooks Desktop, then you cannot avail this facility. However, there is an alternative available for Square integration that is, Commerce Sync that functions in a similar way.     

Also Read: How to Fix QuickBooks Error 6000 95?

Method for Syncing Square with QuickBooks Online

  1. Firstly, sign in to your QB online account, and then select My Apps.
  2. Select settings under Sync with Square.
  3. Click run next to the manual report.
  4. Select a date range for transactions you want to manually import.
  5. Finally, select Run.

Steps to Install Commerce Sync

  1. Firstly, you have to sign-in to your Square account.
  2. Next, click on the Apps option available in your account.
  3. Search for commerce sync app and choose to get started or launch the app.
  4. Click allow to provide permission.
  5. You need to connect Commerce Sync to each location.
  6. Now download and run Commerce Sync installer.
  7. Once the installation is done, open it and click Run.
  8. Log in to the Square account.
  9. Make sure that QuickBooks is open with the right company file.
  10. Select Yes to Continue.
  11. Next, select Done.
  12. Enter your billing details.
  13. Your 15-day trial will start.
  14. Once the sync is complete, open it again to review the settings.

Devices compatible with the Square Mag-stripe and Chip Card Readers:


Your Apple iPhone needs to have the latest iOS version. It currently supports: iPhone 4S, iPhone 5, iPhone 5S, iPhone 5C, iPhone 6, iPhone 6 Plus, iPhone 6S, iPhone 6S Plus, iPhone 7, iPhone 7 Plus, iPhone 8, iPhone 8 Plus, iPhone SE, iPhone X.

All iPhones after the 6S and 6S plus require Lightning to 3.5 mm Headphone Jack Adapter for compatibility that comes with the phone itself.

Android Device:

To support these, specifications needed in Android Device are:

  • Google Android 5.0 or higher.
  • A 3.5 mm headset jack with a microphone. (audio jack adapters not supported)
  • Location services enabled.
  • Access to google play.
  • The device must support USB OTG(On-The-Go)

Some examples of the devices supporting it are:

Samsung Galaxy S2 and S3, LG Optimus G, Samsung Galaxy Note2, Google Nexus 6, HTC Desire 510, HTC One M8, LG G2, and G3, Sony Xperia A, Sony Xperia Z3, Motorola Moto G, Motorola Moto E, Asus Memo Pad 8.


Get our expert Quickbooks ProAdvisor on call to resolve your query in no-time.

Need any technical guidance, Connect with QuickBooks Support Team and speak to a Certified QB ProAdvisor.

If you ever feel the need of taking advice from your fellow business owners that happened to be our existing subscribers, you can visit our thriving QuickBooks Community. Still, if you do not find an answer for your specific question within the community. In that case, you can also post your question in the community to get the requisite answer from the contributing members.

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