For small businesses and retailers, Square is one of the most popular payment processing systems, while QuickBooks is the go-to accounting software. When you integrate Square with QuickBooks, your sales, payments, fees, and deposits sync automatically—saving you time and reducing manual data entry errors.

In this post, we’ll cover why you should integrate Square with QuickBooks, available methods, setup steps, and best practices to keep your books accurate.

Why Integrate Square with QuickBooks?

If you use Square for payment processing and QuickBooks for accounting, integration can:

  • Automate Data Entry – Sales, fees, tips, and refunds automatically sync.

  • Save Time – No need to manually import daily Square transactions.

  • Improve Accuracy – Eliminates errors from manual bookkeeping.

  • Simplify Reconciliation – QuickBooks automatically matches Square deposits with bank transactions.

  • Enhance Cash Flow Tracking – Real-time syncing ensures financial reports reflect up-to-date sales.

Methods to Integrate Square with QuickBooks

1. Square + QuickBooks Online Integration (Native)

  • QuickBooks Online offers a Square Connector App through Intuit’s app marketplace.

  • It automatically imports Square sales transactions, fees, and taxes into QuickBooks.

  • Best suited for businesses using QuickBooks Online.

2. Third-Party Integration Tools

If you need more control, third-party apps provide advanced syncing:

  • Zapier – Automates workflows (e.g., when a Square sale occurs, create a QuickBooks invoice).

  • Synder – Designed for e-commerce businesses, providing detailed transaction sync and reconciliation.

  • Amaka – Offers free Square–QuickBooks Online integration for syncing daily sales summaries.

  • Bookkeep – Automates accounting entries for Square, including deposits and refunds.

3. Manual CSV Import

  • Square allows you to export reports in CSV format.

  • You can manually import these into QuickBooks.

  • Suitable for businesses with low transaction volume but not efficient for high-volume sellers.

Key Features of Square–QuickBooks Integration

  • Automatic Sync – Daily Square transactions post to QuickBooks automatically.

  • Fee Tracking – Square fees are recorded as expenses for accurate profit reporting.

  • Sales Tax Handling – Integration ensures sales taxes are properly recorded.

  • Multi-Location Support – Sync transactions across different Square locations.

  • Bank Reconciliation – Square deposits match with QuickBooks bank feed, simplifying reconciliation.

How to Set Up Square Integration with QuickBooks Online

  1. Log in to QuickBooks Online.

  2. Go to the Apps section.

  3. Search for Square and select the Square Connector App.

  4. Click Get App Now and authorize QuickBooks to connect with Square.

  5. Choose sync preferences (daily sales summary or individual transactions).

  6. Save settings and run the first sync.

Best Practices for Square–QuickBooks Integration

  • Decide Between Summary vs. Detailed Sync

    • Summary sync posts one journal entry per day.

    • Detailed sync records each transaction separately. Choose based on transaction volume.

  • Reconcile Regularly

    • Check that Square deposits in QuickBooks match your bank feed.

  • Track Square Fees Properly

    • Ensure Square processing fees are categorized correctly as expenses.

  • Monitor Sync Logs

    • Regularly review sync activity to identify and fix errors quickly.

  • Maintain Backups

    • Always keep backups of your Square data in case of integration issues.

Final Thoughts

Integrating Square with QuickBooks streamlines your bookkeeping by automatically syncing sales, deposits, and fees. Whether you use QuickBooks Online’s Square connector or advanced third-party tools like Synder or Amaka, integration reduces errors and saves hours of manual work.

If you face difficulties setting up or troubleshooting Square–QuickBooks integration, contact QuickBooks Support at 877-419-2575 for professional assistance.