Two way
Both systems stay the same. Every sync runs from the leading system into the other, then back.
- You pick whether QuickBooks Online or Square leads
- Changes on either side travel
- Nothing bounces back and forth
CRM Connector Platform
QuickBooks Online and Square, one customer list
Square takes the payments at the counter or on the road, QuickBooks Online keeps the books. CRM Connector keeps the customer directory the same in both, so every Square customer can be invoiced in QuickBooks without retyping.
- Official sign in for both
- Either system can lead
- 7 day free trial
Customers, two way or one way
- Customers
At a glance. Customers stay the same on both sides. Below: which field matches which, and what every change does.
Your choice
Two way or one way
Keep both systems identical, or let one feed the other. You decide per record type.
One way
One system feeds the other. Pick QuickBooks Online or Square as the source; the other receives.
- Good for a migration, in either direction
- A read copy for a colleague or partner
- Switch a record type to two way later
Fine tune it:Everyone, customers only or leads onlyEvery 30 minutes up to every 3 days
Record by record
What travels, and what each change does
Pick a record type and the system where a change starts. On the left, which field matches which and when it travels; on the right, what that change does on the other side.
Starts in
Fields- Company nameBoth waysCompany name
- Given nameBoth waysGiven name
- Family nameBoth waysFamily name
- Primary emailBoth waysEmail address
- Primary phoneBoth waysPhone number
- Billing address lines 1 and 2Both waysAddress lines 1 and 2
- City, state, postal codeBoth waysLocality, region, postal code
- CountryWhen createdCountry
- Has paid invoicesEach works it outPaid invoices or past bookings
It happens in QuickBooks Online, then in Square
A new customer
Looked for in Square on the exact email, then the exact phone. Updated when found, created only when nothing matches.
Name, email, phone or address changes
The same change is made to the Square customer on the next sync.
A phone number Square refuses
Square checks numbers against the country's numbering plan. A number it still refuses is left out, and the customer itself is written.
- Invoices are not offered between Square and QuickBooks Online: Square's api cannot record a payment on an invoice, so a paid status could never travel honestly.
How a sync runs
One sync, step by step
What happens every time the integration runs, in the order it really happens. Pick which system leads and watch the records move.
Which system leads?
Connections
CRM
Step 1 of 7
Both connections are checked
Credentials for QuickBooks Online and Square are checked and sign in tokens refreshed automatically. If a connection was removed on either side, the integration pauses and you get one message with a reconnect button.
Conflicts
When both sides changed the same record
- For each two way record type you choose whether QuickBooks Online or Square leads. The leading side always runs first in a sync.
- It only matters when the same record changed in both systems between two syncs. Every other change simply travels.
- A record is never moved backwards by a sync: a paid invoice is not reopened, a decided quote is not undecided.
Between two syncs
The phone number of the same customer is changed in both systems
Leading system
+1 415 555 0101+1 415 555 0199Two different values. Run the sync to see which one both systems end up with.
Good to know
What is particular to this pair
What holds for QuickBooks Online or Square on its own is on its own page.
- Country on create
- Written into Square when the customer is created, not compared after.
- Not run live yet
- Built on the same proven engine as the other pairs.
FAQ
Questions about QuickBooks Online and Square?
Every answer below is true for the app as it runs today. If something is not covered, ask us and we will answer in plain words.
- Can I sync QuickBooks Online and Square both ways?
- Yes. Customers sync in both directions, and you choose which system leads when the same customer changed on both sides.
- Are Square invoices or payments synced?
- No. Square's api cannot record a payment on an invoice, so only customers are offered between Square and QuickBooks Online.
- What about phone numbers?
- Square only accepts numbers valid for the country. The platform writes them in international format and leaves out a number Square still refuses.
- Can I sync only paying customers?
- Yes. Pick customers only, and only contacts with a paid invoice or a past booking travel.
- Has this pair been used on live accounts?
- Not yet. It runs on the same engine and checks as the proven pairs; the first live customers will be followed closely.
- Will it create duplicates?
- No. Before anything is created in QuickBooks Online or Square, the platform looks for the same record first and updates that one instead. Records synced before stay linked.
- What if the connection to QuickBooks Online or Square drops?
- The platform notices on the next sync, pauses the integration and sends you one message with a reconnect button. Reconnecting takes one step, and syncing picks up where it left off without creating anything twice.
- How often does it sync?
- From every 30 minutes up to every 3 days, depending on your plan. Every plan includes a 7 day free trial.
Ready to connect QuickBooks Online and Square?Start your 7 day free trial
Sign in to QuickBooks Online and Square, pick which one leads or sync one way, confirm what syncs, and watch the first sync run.