Intuit QuickBooks Online apps are add-ons that expand the functionality of QuickBooks Online by integrating with 3rd party apps to help save you time and improve your business processes.

Sync with Square is a new app, developed by Intuit in partnership with Square, which automatically imports your transaction data from your Square account to your QuickBooks Online company. The app shows your daily transactions with Square, including sales, refunds, fees, and deposits. Your bank account is linked to QuickBooks Online, so Sync with Square also provides reconciliation for Square deposits.

• Click Get App Now in your invitation email.

• Enter your QuickBooks Online credentials to sign in.

• Select the company you want to connect, if you have multiple QuickBooks Online companies.

• Click Authorise to grant permission for Sync with Square to access your QuickBooks Online company.

• Enter your Square credentials and Sign In to your Square account.

• Click Allow to grant permission for Sync with Square to access your Square account.

Sync with Square allows you to sync up to 18 months of past Square transactions.

On the Review Your Settings page, select Import next to Import Past Transactions to sync past transactions from Square.

On the Past Transactions page, select a date range and click Save to schedule the sync.

Allow up to 36 hours for the import to complete.

Important: If you already have Square transactions in QuickBooks Online, do not import these past transactions, as it may create duplicates.

On the Review Your Settings page, select Edit next to Basic Settings to view your app’s basic settings.

All transactions from Square will show deposits recorded to the same bank account, all Square fees are recorded to the same expense account, and all Square transactions have the same payment method.

• Bank account where Square deposits your money is the bank account linked to your Square account.

• Expense account for fees charged by Square is the expense account where your Square fees are recorded.

• Payment method on Square transactions is the payment method in QuickBooks Online for Square transactions.

To change these settings, click the drop-down next to each setting and select from the list of available selections from your QuickBooks Online company.

Click Save changes when you are finished.

On the Review Your Settings page, select Edit next to Defaults for Unmatched Items to configure defaults for unmatched items. Tax codes as well as products and services from Square are automatically matched against those you have in QuickBooks. When a match cannot be found, these defaults are used.

• Default income account for unmatched products/services specifies the default income account when a Square product or service cannot be matched to a QuickBooks product or service. These items appear on your Invoice as Square Income.

• Default sales tax code for unmatched tax codes is the tax code used when Square taxes cannot be matched to existing tax codes in QuickBooks Online.

To change these settings, click the drop-down next to each setting and select from the list of available selections.

Click Save changes when you are finished.

When you have finished setting up the app, click Connect.

Once connected, future Square transactions are automatically imported into QuickBooks Online. Any scheduled past transaction syncs will begin to sync as well.

Your setup is now complete, and you are redirected to QuickBooks Online.

Please wait up to 36 hours for new transactions to appear in QuickBooks Online.

You can access your Sync with Square app settings any time if you need to make changes.

• Go to the Apps tab within your QuickBooks account.

• Click My Apps.

• Click the Settings link.

Sales transactions synced from your Square account are recorded as Invoices with linked Payments in QuickBooks. For transactions with multiple payment types (for example, credit card and cash), a Payment is created for each type, so you can see how you’re getting paid.

Discounts, Shipping, Taxes, Tips, and Item Modifiers are also supported. These are recorded as individual line items on Invoices to give you even more insight into the success of your business.

Tax specified on Square transactions are matched to tax codes in QuickBooks.

We recommend keeping the taxes you configure in Square identical to the taxes you configure in QuickBooks, to allow for more accurate matching. If a match can’t be found, the default unmatched tax code from your app settings is applied.

For a summarised view of tax related activity from Square, visit the GST tab in QuickBooks.

Refund transactions synced from your Square account are recorded as Refunds in QuickBooks. Refund transactions contain the same breakdown of sales details as Invoices, including the refund reason, so you can view it directly in QuickBooks.

Settlement transactions synced from your Square account are recorded as Deposits in QuickBooks. These Deposits include any Fees charged by Square. In the case of a negative settlement amount, a linked Expense is created to record the transaction in QuickBooks.

Square Settlements also include any transactions not related to your daily sales, such as free processing credits. In the case where a match cannot be found for these settlement types, they are recorded as Uncategorised Expenses. Please review Square settlements periodically and appropriately categorise any transactions recorded against this account.

Fees charged by Square are recorded as line items on Deposits in QuickBooks. Running a report in QuickBooks on the Square Fees account configured in your app settings will give you a summarised view of all fees charged by Square.