Connect Square to QuickBooks Online with SaasAnt PayTraQer

Use this guide to install PayTraQer, connect Square, choose how data posts, set your sync rules, pull history, and turn on auto sync.

What you need

• Access to install apps in your QuickBooks Online company

• A Square account you can authorize

• If you are not the admin, be ready to use the Invite admin/client linkSteps for Integrating QuickBooks Online and Square

1) Install PayTraQer from QuickBooks

1. In QuickBooks Online, open Apps.

2. Search PayTraQer.

3. Select SaasAnt PayTraQer and click Get app now.

Complete the on-screen steps and Authorize access to your QuickBooks company.

2) Pick your Sync Mode

Right after connecting to QuickBooks, PayTraQer asks how to post your Square data.

• Consolidated Sync (Sales Summary): fewer entries and faster reconciliation

• Itemized Sync (Individual): customer and item detail in QuickBooks

Choose one and click Get Started. You can change this later in settings.

3) Connect Square in PayTraQer

1. In PayTraQer, go to Connectors.

2. Open Payment connectors.

3. Select Square and click Connect.

   

4. Sign in to Square and approve access. If asked, pick the Square location.

5. If you are not the admin, use Invite admin/client to send the auth link.

   

What permissions are used

• From Square: read-only access to sales, fees, refunds, payouts, customers, and items

In QuickBooks Online: with your approval, PayTraQer creates and updates the records needed to stay in sync

4) First-time settings after Square approval

You are redirected back to PayTraQer to set initial options.

Fees account

• Choose the QuickBooks account to record Square fees

Process payments and settlements

• Toggle Do you want to process the payment/settlements

• When On, select a Bank account that will act as your clearing account

• Click Save

Auto download

• After you save, PayTraQer automatically downloads the last 60 days of Square data

More history

• Use Download historical transactions to pull other date ranges with From and To filters.

  

Quick note on Auto Sync
When Auto Sync is on, PayTraQer downloads and syncs new Square transactions to QuickBooks at regular intervals.

5) Sales sync settings

Bank accounts

• Bank Account to deposit your sales/income
  Select the clearing Bank account where synced sales will be recorded
  If you use multi-currency, set a clearing account per currency

• Square Cash/Check Deposit Accounts
  Pick the bank account for Square cash or check payments

Payment methods

• Payment methods to track your transactions
  Choose the payment methods to set on created sales, for example Square, Cash, Card, PayPal, Stripe

How to record sales

• Record the Sales as
  Choose the QuickBooks sales form that fits your flow
  Sales Receipts are common for POS sales. Invoices fit bill-then-pay flows

Customers

• Create Customer automatically if it does not exist
  Turn on to auto-create customers when no match is found by name

• Common Customer for your Sales Transactions
  Use one default customer for all sales if you do not want separate customers

• Customize Customer Matching
  Add mapping rules from Square names to your preferred QuickBooks customer names

Tracking

• Location/Department for your Sales transactions
  Automatically assign from Square or pick a fixed value

• Class for your Sales transactions
  Set a class for all synced sales

Sync scope

• Do you want to skip the sales and process the associated fees only
  Turn on to post only fee expenses and skip sales details

6) Products and services settings

Auto-creation

• Do you want to create Products/Services automatically
  Turn on to auto-create an item in QuickBooks when no exact match is found

• Select Products/Services Type
  Choose Non-Inventory or Service for auto-created items

• Select Income Account
  Choose the income account to link to auto-created items

Matching

• Match Product by
  Pick Name or SKU
  Use SKU if you keep stable SKUs in both Square and QuickBooks

• Customize Product Matching
  Map a Square name or SKU to a specific QuickBooks product or service

Common item

• Use common product/service for all your sales
  Turn on to use one default item on every synced sale, then pick the item

Square Category as line item

• Use Square Category as Line Item in Sales
  Turn on to post each sale line using the Square Category instead of actual products

7) Tax settings

• Calculate and apply tax automatically
  Turn on to let PayTraQer detect and apply tax on synced sales and expenses

• Tax included in payments
  Enter the Tax Percentage for direct payments if tax is included

• Shipping tax percentage
  Enter the tax percentage to apply on shipping amounts

• Tax Code
  Choose a default tax code for all transactions if you want a fixed code
  Setting this overrides automatic tax detection

Tip: Run a short test and open a few sales in QuickBooks to confirm tax codes and amounts.

8) Fees settings

• Vendor who receives the payment fees
  Choose the vendor that represents Square

• Fee category
  Pick the expense account, for example Square Fees

• Bank Account to record Payment Fees
  Choose the bank or clearing account where fee entries will post

• Class for your Fees
  Set a class for all fee expenses

• Location/Department for your Fees
  Set a location or department for fee expenses

• Skip fee details from syncing
  Turn on to exclude fee lines when syncing sales

Tip: Use the same clearing account for sales and fees to keep reconciliation simple.

9) Expense settings

• Bank Account to be managed for Expenses Transactions
  Choose the bank or clearing account where expense transactions should post

• Category to record the expenses
  Pick the expense category, for example Uncategorised Expense

• Use common Vendor for your expenses
  Turn on to apply one vendor to all expense entries, then select the vendor

• Class for your expenses
  Set a class for all expenses

• Location/Department of your expenses
  Set a location or department for all expenses

10) Payouts and settlements

• Do you want to process the payouts/settlements
  Turn on to sync Square payouts as Transfer transactions in QuickBooks
  PayTraQer moves money from your Square clearing bank account to your checking account
  This helps QuickBooks match the deposit in your bank feed

Setup

1. Toggle payouts On

2. Select the checking account that receives Square deposits

3. Save

Multi-currency

• Set the receiving account for each currency if you use more than one

When to keep it off

• Leave it off if you record bank deposits by hand and do not want PayTraQer to create transfers