Square Payments to QuickBooks Sales Receipts

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QuickBooks Sales Receipt Format

Ready for download

Records converted

Convert each Square payment to a QuickBooks Sales Receipt. Perfect for businesses wanting transaction-level detail and customer tracking.

No API required

Browser-based processing

Run on Google Cloud Platform

Download Sample

Sample transactions CSV to test

Download Sample

How It Works

Export

Export from Square Dashboard → Reports → Transactions

Upload

Upload your transactions CSV

Configure

Set product name and deposit account

Import

Import to QuickBooks via Settings → Import Data → Sales Receipts

Your Data is Safe

Bank-Level Security

256-bit SSL encryption. Same standards as major financial institutions.

No Data Storage

Files under 50MB process in your browser. Your data never touches our servers.

Auto-Delete

Server-processed files automatically deleted within 24 hours.

GDPR Compliant

Full EU data protection compliance. Your privacy rights protected.

Field Mapping

How Square Transactions fields map to Quickbooks Online Sales Receipt

Square Transactions	Source Value		Quickbooks Online Sales Receipt	Target Value	Note
`Transaction ID`	`abc123xyz`	→	`RefNumber`	`abc123xyz`	Square transaction ID as reference
`Date`	`12/15/2024`	→	`TxnDate`	`12/15/2024`	Transaction date to MM/DD/YYYY
`Total Collected`	`120.00`	→	`ItemAmount`	`120.00`	Amount charged to customer
`Customer Name`	`John Smith`	→	`Customer`	`John Smith`	Customer identifier
`Description`	`In-store purchase`	→	`ItemDescription`	`In-store purchase`	Transaction description

Data Transformation

Each Square transaction becomes one QuickBooks Sales Receipt

One row per payment/refund transaction

Key columns: Transaction ID, Date, Total Collected, Customer Name

1:1 — One input row creates one output row

Single-line receipt recording the sale and payment

Sales Line Transaction amount as sales receipt total

Each transaction creates exactly one receipt with matching amount

Why Square Payments Don't Import Directly to QuickBooks

The Transaction Format Problem

Square exports payment data with different field names and structures than QuickBooks expects. Square includes fees inline while QuickBooks Sales Receipts need specific column formatting. Without conversion, payments fail to import or create incorrect records without proper customer attribution and payment method details.

What This Tool Does

We transform Square transaction data into QuickBooks Sales Receipt format: - Each payment becomes a separate Sales Receipt - Customer names and payment method details preserved - Location info captured in memo for multi-location businesses - Optional fee line item for expense tracking Your QuickBooks reflects every Square transaction accurately.

Common Sales Receipt Import Errors

Issues you might encounter when importing Transactions Export data to Sales Receipt - and how we solve them

No Customer Name

QuickBooks requires a customer name for each Sales Receipt

Customer: (blank)

Customer: Square Customer

We use customer name if available, or 'Square Customer' if none

Customer records are created automatically in QBO

Product/Service Not in QBO

QBO may require Product/Service to exist before import

Product: 'Square Sale' (not in QBO)

Create 'Square Sale' item in QBO first

Create a generic 'Square Sale' product in QBO before import

Settings > Products and Services > New > Service

Square Uses Negative Fees

Square exports fees as negative values (e.g., -$3.22)

Fees: -$3.22

Fee line item: $3.22 (positive for expense)

Fee values are converted to positive when adding fee line items

Enable 'Include Fee Line Item' option for detailed fee tracking

Why Use This Tool?

Transaction-Level Detail

Each Square payment becomes a separate Sales Receipt in QuickBooks.

Customer Tracking

Customer names from Square are preserved for customer reporting.

Payment Method Info

Card brand and last 4 digits captured in memo for reference.

Location Tracking

Square location info preserved in memo for multi-location businesses.

Reference Numbers

SQ- prefix on transaction IDs for easy Square reference lookup.

Fee Line Option

Optional: Include processing fee as negative line item.

Frequently Asked Questions

Use Sales Receipts for transaction-level detail and customer tracking. Use Journal Entries for fee breakdown and professional accounting.

By default, fees are NOT included in Sales Receipts (they reduce your deposit instead). Enable 'Include Fee Line Item' to add a negative line for fee tracking.

Create a Product/Service called 'Square Sale' (or your chosen name) before importing. Settings → Products and Services → New.