Square to QuickBooks — Integration with Fee Breakdown

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QuickBooks Journal Entry Format

Ready for download

Records converted

The A2X-style approach to Square accounting. Automatically breaks out gross sales, processing fees, tips, and tax for perfect bank reconciliation.

No API required

Browser-based processing

Run on Google Cloud Platform

Download Sample Square Export

Sample transactions CSV to test the converter

Download Sample

Tool Rating

4.8 / 5 (156 votes)

How It Works

Export

Export from Square Dashboard → Reports → Transactions → Export CSV

Upload and Configure

Upload your transactions CSV and configure account mappings

Preview and Export

Review fee breakdown preview and download the Journal Entry CSV

Import to Target

Import to QuickBooks Online via Settings → Import Data → Journal Entries

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 Journal Entry

Square Transactions	Source Value		Quickbooks Online Journal Entry	Target Value	Note
`Date`	`12/15/2024`	→	`JournalDate`	`12/15/2024`	Transaction date to MM/DD/YYYY
`Gross Sales`	`107.50`	→	`Credits`	`107.50`	Gross sales credited to revenue
`Fees`	`-3.22`	→	`Debits`	`-3.22`	Processing fees debited to expense (ABS of negative)
`Net Total`	`116.78`	→	`Debits`	`116.78`	Net amount deposited to bank
`Deposit ID`	`dep_789ghi`	→	`Memo`	`dep_789ghi`	Payout reference in memo

Data Transformation

Square transactions grouped by Deposit ID become balanced journal entries

One row per transaction, grouped by Deposit ID

Key columns: Date, Gross Sales, Fees, Net Total, Deposit ID

N:1 — Multiple input rows aggregate to one output row

Double-entry accounting with balanced debits and credits

DR Bank Deposit Net amount deposited to your bank account

CR Sales Revenue Gross sales amount

DR Processing Fees Square processing fees as expense (ABS of negative)

Debits must equal Credits (balanced double-entry)

Why Square Deposits Never Match Your Bank

The Net Deposit and Negative Fee Problem

You processed $1,000 through Square POS. Your bank shows a $970 deposit. Where did $30 go? Square withholds processing fees (2.6% + $0.10 per transaction) before sending deposits. Your bank sees $970. QuickBooks sees $970. But your revenue was $1,000. Without breaking out fees, your books show $970 revenue instead of $1,000 revenue + $30 expense. Square also exports fees as NEGATIVE values (e.g., -$30.00), opposite of Stripe.

What This Tool Does

We parse your Square transactions and create QuickBooks entries that show: - Gross sales: $1,000 (what you actually charged) - Processing fees: -$30 (the expense, converted from negative) - Tips: separate tracking - Tax collected: liability account - Net deposit: $970 (what hit your bank) This is exactly what A2X and other premium integrations do - but without the monthly fee.

Common Journal Entry Import Errors

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

Unbalanced Journal Entry

QuickBooks requires Debits = Credits for each journal entry

Debit: $970, Credit: $1000 (unbalanced)

Debit: $970 + $30, Credit: $1000 (balanced)

We auto-calculate balanced entries: Bank + Fees = Sales

Each deposit creates a balanced entry with fee breakdown

Square Uses Negative Fees

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

Fees: -$3.22

Fees Expense (Debit): $3.22

Fee values are converted to positive for expense tracking

Negative fees are automatically converted using ABS()

Account Names Not Found

Import fails if account names don't match your Chart of Accounts

Account: 'Square Sales' (not in your QB)

Account: 'Sales Income' (matches your QB)

Configure your actual account names before converting

Use account settings to match your QB Chart of Accounts

Why Use This Tool?

A2X-Style Accounting

Same methodology used by A2X, Synder, and professional bookkeepers. Proper double-entry accounting.

Negative Fee Handling

Square exports fees as negative values. We convert them to positive expenses automatically.

Tips & Tax Separation

Track tips and sales tax on separate accounts for proper reporting.

Bank-Ready Output

Net deposit amounts match your bank statement exactly. No more reconciliation mysteries.

Multi-Location Support

Location data is preserved in memos for businesses with multiple Square locations.

Browser-Based Privacy

Files process entirely in your browser. Financial data never leaves your computer.

Frequently Asked Questions

Square withholds processing fees (2.6% + $0.10) before depositing. Your bank sees the NET amount. This tool breaks out the gross sales and fees so your books show both correctly.

Same accounting methodology - we create journal entries with proper fee breakdown. The difference is A2X/Synder charge monthly fees ($19-$79+). This tool is pay-per-use with no subscription.

Square uses negative values for fees in their exports (e.g., -$3.22). Our converter automatically converts these to positive expense amounts.

Go to Square Dashboard → Reports → Transactions. Select date range and click Export. Choose CSV format.

Yes. Every journal entry is validated to ensure total debits equal total credits. QuickBooks will accept all entries without balance errors.

Tips and tax can be tracked on separate accounts. Enable the options to create separate lines for tips (income) and tax (liability).

Yes. If you import Sales Receipts separately, enable the clearing account option. Journal entries will credit the clearing account instead of sales income.

At minimum: a bank account, an income account (Sales Income), and an expense account (Square Processing Fees). Optionally: Tips Income and Sales Tax Payable.