Entering QuickBooks Sales from Square

1. Copy the “Paid by:” name from the Square sales receipt. If no name is present, or if the name is
something like Unknown, do not copy the name.

2. Paste the name into the Customer field into a new Sales Receipt in QuickBooks, or if the Square
receipt had no name, type in “Unknown Customer.” If the name appears as an option in the drop-down
list, select the name to connect the existing Customer; otherwise, click on the + Add option from the
drop-down to add the Customer record.

3. If a new Customer is being added, make sure the name is correct in the New Customer Name field,
and then click the Save button.
4. The name will populate in the Billing Address field, along with any address information that may
already be part of the Customer record. Next, update the Sales Receipt date in QuickBooks to match the
date of the sale from Square.

5. Scroll to the bottom of the Square receipt and copy the Receipt #. (This code is a hyperlink so be
careful when copying to not click the link.)
6. Paste the Receipt number from Square into the Reference no. field in QuickBooks.

7. Get the Payment method from the Square receipt…

8. …and put this in the Payment method drop-down in QuickBooks. Select the Payment method from
the drop-down list.

9. If the Payment method is a type of credit card, the details on the screen around the Payment method
will change, and a checkbox for processing the credit card that is already checked will appear.

10. Uncheck the Process credit card checkbox so that the Deposit to field reappears. Make sure the
Deposit to field shows “Undeposited Funds” in it.
11. Scroll back up to the top of the Square receipt to the first item that was purchased. Transfer each
item into the Product/Service item list in the Sales Receipt in QuickBooks.

12. You may be able to copy and paste the item and find it in the drop-down list in QuickBooks already.
In many cases, instead of pasting, start typing the product name and you will find it as an option in the
drop-down list as you type. Select the item from the drop-down list to get the full details for the item
record.

13. Clean up the record, as needed. In the Description field, if multiple product options are provided,
keep only the option that matches the receipt in Square. In some cases, you may need to completely
replace the Description value with what is shown in Square. The Rate will come in automatically, but it
may need to be updated with what is shown in Square. Make sure the Tax checkbox is checked, unless
this is a tax-free sale, which is rare.

14. Select the proper Class from the drop-down field. The Class for most of the sales through Square is
Retail (Event).
15. Once all the Product/Service item records are filled in and cleaned, the Subtotal in QuickBooks
should show the sum of the item amounts.

16. Verify that the Sales Tax on the Square receipt…

17. …is what appears for Sales Tax in QuickBooks.

18. If the amounts do not match, click on the Sales Tax link in QuickBooks, click on the edit pencil for
option 1 (Your agency and standard tax rate), and make sure the 6059 Clemens address with zip code
63112 is entered in the “Where did you sell it?” box.

If the Sales Tax Rate is correct, but the Tax in QuickBooks is still off by 1 cent or so, update the Tax
amount in QuickBooks using the Override this Amount link.
19. If a discount appears in Square, transfer this to QuickBooks. Select whether the discount is a percent
or an amount, and put the value in the box to the right of the discount type drop-down field.

Make sure the discount appears before the tax calculation by clicking on the up/down arrow button to
toggle the discount fields above the tax fields.
20. Make sure the Total in the Square receipt matches the Total in the QuickBooks Sales receipt.

21. Save the QuickBooks Sales Receipt using either “Save and close” or “Save and new.” Whichever
option you select will be what appears in the green button the next time. If you are entering multiple
sales, I recommend using “Save and new” until you complete the entire set.