What Square export file format does this tool accept?

This tool accepts Square Transactions CSV files. Export from Square and upload the CSV file directly.

Can I convert Square CSV to QuickBooks Journal?

Yes, this tool converts Square Transactions CSV exports directly to QuickBooks Journal Entries format compatible with QuickBooks Journal.

How do I import Square transactions to QuickBooks Journal?

Export your transactions from Square, upload the CSV file to this converter, then import the converted file to QuickBooks Journal.

Reconcile Square in QuickBooks Online — Complete Fee Matching

🥦

QuickBooks Journal Entries Format

valid rows

Reconcile your Square account in QuickBooks Online. Match Net amounts to bank, track fees as expenses, and close your books accurately.

No API required

Browser-based processing

Run on Google Cloud Platform

Download Sample

Sample Square Transactions CSV

Download

Tool Rating

4.7 / 5 (245 votes)

How It Works

Export from Square

Square Dashboard → Transactions → Export as CSV

Convert to Journal Entries

Upload here, configure your QuickBooks account names

Import to QuickBooks

Settings → Import Data → Journal Entries → Upload converted file

Reconcile in QuickBooks

Go to Banking → Reconcile. Net amounts match Square deposits.

Why Square Reconciliation Is Challenging

The Deposit Doesn't Match Problem

Square deposits aggregated amounts to your bank. You had $500 in sales plus $50 in tips, but Square deposited $532.10 after their 2.6% + $0.10 fees. Without proper handling, your books show $532.10 in revenue instead of $500 revenue, $50 tips liability, and $17.90 in fees.

How This Tool Helps

We convert Square Transactions to proper Journal Entries that track everything: - Gross sales credited to Income - Tips credited to Liability (for employee payout) - Fees debited to Expense - Net debited to Bank (reconciles with deposit) Import these to QuickBooks, and your Square balance matches exactly.

Your Data is Safe

Bank-Level Security

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

No Data Storage

Files are processed directly in browser. No calls to our servers.

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`	`2026-01-15`	→	`JournalDate`	`2026-01-15`	Transaction date to MM/DD/YYYY
`Gross Sales`	`100.00`	→	`Credits`	`100.00`	Gross sales credited to revenue
`Fees`	`-2.90`	→	`Debits`	`-2.90`	Processing fees debited to expense (ABS of negative)
`Net Total`	`99.30`	→	`Debits`	`99.30`	Net amount deposited to bank
`Deposit ID`	`DEP789012`	→	`Memo`	`DEP789012`	Payout reference in memo

Why Use This Tool?

Complete Fee Tracking

Every Square processing fee recorded as a separate expense.

Tips Tracking

Tips recorded as liability, separate from sales revenue.

Bank Reconciliation Ready

Net amounts match Square deposits exactly.

Multi-Location Support

Transactions include location for departmental reporting.

Deposit Matching

Transactions grouped by Transfer ID for easy bank matching.

Refund Handling

Refunds reduce revenue with correct accounting entries.

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)

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

Frequently Asked Questions

Tips are credited to a liability account (Tips Payable) rather than income. When you pay employees their tips, you debit Tips Payable and credit Cash. This keeps tips properly tracked and out of your revenue.

Instant deposit fees (1.75%) are included in the Fee column of exports and are captured in your fees expense account along with standard processing fees.

Each journal entry includes the Transfer/Deposit ID. When you see a Square deposit in your bank feed, match it to the journal entry with the same ID.

Location information is preserved in the journal entry memo. You can use this for departmental tracking or class assignments in QuickBooks.

After importing, the sum of your journal entries for a date range should match the total deposits to your bank. Check the Deposit ID references to trace specific entries.