If there is one problem that most small businesses have, it is that they need to record and account for all their ongoing transactions, but the accounting part of the business seems pretty challenging and time-consuming and entrepreneurs have plenty of other things to worry about. Synder bookkeeping automation solution provides a smart accounting integration with e-Commerce and payment platforms. Synder is precise and reliable in data entry automation, automatic income and expense categorization and reconciliation of synced transactions in your books. Furthermore, using Synder you can enhance your cash flow by receiving instant payments and enable paying QuickBooks invoices by Credit Card via Square.
If you want to avoid manual work and are looking for the perfect finance software for easy cash flow management – you are in the right place. This guide will help you connect your Square to your QuickBooks or Xero accounting company via Synder.
Start the Square integration from scratch
- Create an account
If you are getting started with Synder you will need to create a free Trial account and connect your accounting system (QuickBooks or Xero) to Synder first. Check out this guide if you would like to integrate QuickBooks Online or Xero and this article to connect your QuickBooks Desktop company.
- Set up your organization
The first step you will go through is setting up an organization for your Quickbooks or Xero company. Fill in the information about your business and hit the Next step button.
- Select the platforms you would like to integrate with Synder
Now you need to select the platforms you would like to connect to Synder. Mark QuickBooks or Xero, Square, and other platforms you would like to integrate with Synder (click View all processors to see the list of all available platforms).
Note: Mark all the services you are using to receive payments, you will be able to connect all of them right away or skip the connection of particular integrations and set them up any time later.
- Connect your accounting platform
Hit the Connect button and grant permission to Synder to record data in your QuickBooks or Xero company. If you are a QuickBooks Desktop user, check out this video tutorial to learn How to connect and sync data into QuickBooks Desktop.
- Connect your Square account
Almost there! To complete the setup you just need to connect your Square and other sales platforms to Synder. You can integrate them one by one straight away following the steps on the screen: just hit the Connect button → grant permission to Synder:
Alternatively, you can skip the connection and set them up later in the Settings: tap the Gear button on the left side menu → hit the Add payment platform button.
Note: You can find our detailed guides on how to connect your sales channels and payment providers to QuickBooks Online/Xero via Synder in our Help center.
- Set up the Square integration
To complete the setup for the Square integration choose an account for payouts (usually, your Checking account) that will allow smooth reconciliation of your Square transactions in one click. Hit Continue to finish the configuration.
Connect Square to an already existing account
If you already have a Synder account and would like to integrate one more Square location follow the steps below:
1. Switch to the needed Organization in the top-left corner of the Synder page.
2. Navigate to Settings on the left-side menu.
3. In the Payment platforms section, click Add payment platform.
4. Choose Square in the dropdown menu and hit the Connect button.
5. To complete the setup for the Square integration choose an account for payouts (usually, your Checking account) that will allow smooth reconciliation of your Square payments in one click. Hit Continue to finish the configuration.
Tips and Tricks for Square integration
Note 1. You can connect several Square stores and locations to Synder one by one as separate Square accounts following the steps above and assign a separate QuickBooks Online location to them. Learn more How to enable location tracking in QuickBooks Online and How to apply locations to synced transactions with Synder.
Note 2. Gift cards will be recorded as line items with negative values. Learn more How to account for Square Gift Card Sales using Synder.
Note 3. Multi-tender payments (split payments) will be recorded as an invoice with several payments. For example, your client paid 45 $ with Credit Card and 5 $ with cash, as a result, there is an invoice for 50 $ and two payments: one in the Square Bank account for 45 $, the other one you may find in the Undeposited Funds (you can change the account by creating additional settings for Cash payments if needed).
Note 4. Syncing invoice payments from Square into QuickBooks. If there is a paid invoice in Square and no matching invoice in QuickBooks, Synder creates a Sales receipt and an Expense to record the sales part and the Square fee. If you would like to record such sales as Invoice+Payment (instead of just Sales Receipt):
- Create an open invoice in QuickBooks Online.
- Turn the Apply payments to unpaid invoices setting on in the General tab of Synder settings and hit Update.
- Synchronize the Square payment to apply it to the open invoice in QuickBooks Online automatically.
Note 5.“Pending” Square transactions: The “Pending” status in Synder means that the transaction has not been processed by the payment provider yet and it is in transit now. It will be ready for syncing once the transaction is gone through. However, only “Completed” transactions that are marked as picked up in Square will be synced automatically, all others will remain “Pending” in Synder until they have the “Completed” status (marked as picked up).
Note 6. If Square settlements (payouts) were processed in Square before January 1, 2021, Synder will not be able to fetch such transactions.
That’s it, you’ve successfully connected your Square account to Synder, enjoy the ride! If you feel like some adjustments are necessary, you can change your Square settings in Synder any time later. If you need to fill in gaps with missing data after the sync into QuickBooks Online, like applying classes or locations to transactions, the Smart Rules feature will be of great service. Now, you can customize Synder according to your needs.
Get in touch with the Synder team via online support chat, phone, or email with any questions you might have so far – we are always happy to help you!