How to Import Square Sales and Payouts into QuickBooks (Connector or CSV)

Square deposits your card sales in transfers: the day’s payments minus Square’s processing fees, sent to your bank. Your bank feed only sees that one deposit. To have sales, tax, tips and fees in QuickBooks — and still match the deposit — you need the transaction detail from Square. Here are the two ways to get it.

Option 1: Square Connector by QuickBooks (QuickBooks Online)

Intuit offers a Square Connector app for QuickBooks Online. According to Intuit, it imports transaction details such as net amount, fees, taxes, discounts, service charges, products and services, and customers, and can bring in up to two years of history. Square items are matched to QuickBooks products by name; anything unmatched goes to a default Square Sales item.

1. In QuickBooks Online open Apps / Integrations, search for Square Connector and install it.
2. Sign in to Square and authorize the connection.
3. Choose the bank account that receives your Square transfers and the start date for the import.
4. Review imported transactions before they are added to your books.

Square also lists its own and third-party QuickBooks sync apps in the Square App Marketplace; they differ in whether they post each sale or a daily summary.

Option 2: Square Transactions CSV → QBO

Use this for QuickBooks Desktop, without an app, or to catch up a past period.

1. Export from Square

1. In the Square Dashboard open Transactions, set the date range (a month is easiest) and the location if you have several.
2. Click Export and choose Transactions CSV.

The file has one row per payment with columns such as Gross Sales, Discounts, Tax, Tip, Total Collected, Fees and Net Total — the amount Square sends to your bank for that payment.

2. Convert to QBO

1. Drop the CSV into the CSV to QBO converter.
2. It picks Date, Description and Net Total automatically (ID and card-number columns are ignored). Check the preview.
3. Choose Checking as the account type and download the .qbo file.

3. Import into a Square clearing account

Create a Bank-type account in QuickBooks called Square and import the file into it (QuickBooks Online: Banking → Link account ▾ → Upload from file; Desktop: File → Utilities → Import → Web Connect Files). Categorise the payments as sales. Each transfer in your bank feed is then a transfer from Square to checking, and the Square account goes back to zero after every payout.

Gross sales, tax and fees

Importing Net Total is the quick way: correct bank balance, one line per sale. For proper reporting you usually want gross sales, sales tax and fees separately. Two common approaches:

• Daily summary: from Square’s Sales summary report, post one journal entry (or sales receipt) per day: gross sales and tax as income/liability, fees as Merchant fees expense, net to the Square clearing account.
• Gross import + fees: switch the converter’s Amount column to Total Collected, then import the Fees column as a second file (fees must reduce the balance — use Reverse signs if needed).

Cash and other tenders appear in the Transactions CSV too, but are not part of Square transfers. Filter them out if you record cash separately.

Matching transfers

In the Square Dashboard, Balance → transfers shows each transfer with its gross sales, fees and the amount deposited. If a deposit in your bank doesn’t match the sum of the day’s Net Total:

• the transfer may cover sales from more than one day (weekends, holidays);
• refunds, chargebacks or Square fees for other services may have been deducted;
• instant transfers carry an extra fee.

Related

• Stripe transactions to QuickBooks — the same clearing-account method
• Shopify payouts to QuickBooks
• How to import bank and credit card transactions into QuickBooks