Square
Integrating Square with Supply’d syncs sales and payments, simplifying transaction tracking and real-time inventory management. This reduces manual entry and keeps businesses organised.
Integrating Square with Supply’d allows you to seamlessly connect your in-store and online sales to your inventory and accounting workflows. Sales made through Square are automatically synced into Supply’d, helping you keep stock levels accurate, streamline order management, and simplify financial reconciliation, all in one central system.
Connect to Square
To connect to Square, simply click on your company name in the top right corner, then select Settings.
In the Settings menu, scroll down and select Integration.
Click on Add + in the top right-hand corner.
The Add Integration page will show. Click on the Square icon. You will be taken to Square where you can login and grant access to Supply'd.
After returning to Supply'd the Square Settings screen should appear.
If it doesn't appear, click on your name in the top right corner, select Settings, scroll to Integrations and select Square from the Integrations list. You can also follow these steps if you need to make changes to the settings at a later date.
Square Settings
Complete the fields as follows:
Integration Name* [required]
A reference name for this integration.
Sync Orders?
Toggle on to sync orders from Square to Supply'd.
Order Number Prefix
An optional prefix for order numbers imported from this integration.
Sync Locations
The locations you would like to sync orders from. When adding new locations to Square you will need to ensure they are also added to this list for them to sync.
Sync Orders
Which orders would you like to sync from Square. Select All Orders or All Orders Since Date from the drop-down.
If All Orders Since Date is selected, an additional field will appear:
To select the first date you would orders to be synced from, click in the field and a calendar will show, allowing you to select the month, year and day.
Reduce Inventory On Import
Would you like to reduce Supply'd inventory when orders are imported? Select either Never or All Orders from the drop-down menu.
Match Product SKU
The SKU in Square is used to match products in Supply'd. Choose what field to use in Supply'd to match products. Select either SKU or Barcode from the drop-down.
Sync Location - Warehouse
Which warehouse would you like to make available for Square inventory. Sync Location will be the location you selected above, which in this example is Supply'd Test Account. Select the warehouse from the drop-down or select Don't Sync Location from the drop-down.
Sync Inventory
Toggle on to sync inventory from Supply'd to Square.
Sync Location - Warehouse
Which warehouse would you like to make available for Square inventory. Sync Location will be the location you selected above, which in this example is Supply'd Test Account. Select from the list of your locations in the drop-down.
Match Product SKU Using
The SKU in Square is used to match products in Supply'd. Choose what field to use in Supply'd to match products. Select SKU or Barcode from the drop-down.
Untracked Stock Setting
How would you like Supply'd to handle products that are set as "Untracked" in Square. Select Use Supply'd Setting to Ignore Product from the drop-down.
Use Supply'd Setting: Will update the product to match Supply'd manage stock setting.
Ignore Product: Product will be ignored and inventory/status will not be synced.
Sync Products?
Match Product SKU Using
The SKU in Square is used to match products in Supply'd. Choose what field to use in Supply'd to match products. Select SKU or Barcode from the drop-down.
Specific Sync Locations
The locations you would like products to be synced to. Select All Locations or Specific Locations from the drop-down.
When Specific Locations is selected an additional field will appear:
Specific Sync Locations
The location(s) you would like products to be synced to.
GST Tax* [required]
Where to map tax for products that attract GST.
GST Free Tax* [required]
Where to map tax for products that are GST Free. Select None or GST from the drop-down.
Name Format* [required]
The format to use when sending product names to Square. Uses our templating language, see the Handlebars document for more details. Some common options are:
{{brand}}: Products brand name.
{{name}}: Products name.
{{size_unit}}: Products size (e.g. "100" for a product that is 100g).
{{size_measure}}: Products size measurement in short form (e.g. "g" for grams).
{{carton_qty}}: The quantity per carton (e.g. "g" for 8 per carton, "1" for items sold by unit).
Description Mapping
Set-up how descriptions map to Square. Add Supply'd fields using handlebars, HTML tags are supported. See available fields and learn more in our Handlebars document.
Save
Click the 
button to add the Square integration.
Additional Options
Clicking the 3 dots in top right corner of the Integrations page brings up an additional menu.
Export Products
Allows you to export your products from Square to a Supply'd Product Import File, allowing you to import products from Square into Supply'd. See the Bulk Importing of Products document.
Clicking this brings up the Export Products form.
Reconnect
Allows you to reconnect to Square.
Advanced > Sync All Products
Sync all your products from Supply'd with Square. You will be asked to confirm.
WARNING: Sync All Products will trigger all products in Supply'd to sync to Square, only use if you are 100% sure that is your intention.
Advanced > Re-sync Orders
Re-sync all your orders from Square to Supply'd. You will be asked to confirm.
WARNING: Re-sync Orders will remove all orders for this integration in Supply'd and begin to sync from the start again. This is not recommended and should be avoided unless absolutely necessary.
Remove Integration
Allows you to remove the Square integration. See Disconnecting from Square below.
Square Payments & Payouts
When you integrate Square with Supply’d, all sales orders are automatically synced and recorded to a clearing account in your connected accounting software (Xero, QuickBooks, etc.). This makes it easier to track payments, manage merchant fees, and reconcile your accounts accurately.
How It Works
Sales Happen: Orders come in via Square, using various payment methods.
Supply’d Does Its Thing: We capture those sales and log them in the right clearing account in your accounting software, eg. Square Clearing Account.
Payouts Arrive: Square sends payouts to your bank. These get matched up with the clearing account (minus Square merchant fees).
Merchant Fees: You create bills for merchant fees and reconcile them against the clearing account.
Balancing Act: If you’ve got cash or gift card payments, transfer those funds manually to the clearing account to keep everything tidy.
This setup makes sure all Square sales are recorded correctly and payouts are easy to match in your accounting system.
Square automatically (or manually, if you prefer) separates payment types by creating dedicated accounts in your accounting software - typically one for cash and another for gift cards. When a sale is made, the payment is first recorded in the appropriate account (eg. cash or gift card), making it easy to track each payment type accurately before it’s matched or reconciled with your bank deposits.
The simplified example chart above illustrates the flow.
See the Clearing Account Flow for Sales Channels for further information.
For more information on syncing your accounting software, see the relevant documents in the Integrations section.
Disconnecting from Square
If you would like to disconnect from Square, you can do so by clicking on your company name in the top right corner, selecting Settings, then Integrations. Select Square from the Integrations list. Click on the 3 dots in the top right corner and select Remove Integration.
You will be asked to confirm.
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