Square integration
Record Square sales, tax, tips, fees and payouts separately.
Import completed Square orders, invoices and payments. Register sales, gift card redemptions and invoice payments each affect a different balance, and each payout is recorded as a transfer to your bank.
Square
ImprestHow it works
Three common scenarios, step by step.
Card sale with tax and a tip
Only the goods are recorded as revenue. Sales tax and employee tips remain amounts your business owes.
Example: a $100 sale with $8 of tax, a $20 tip, a $4 example fee and a $124 payout.
Order completed
The customer pays $128
$128.00 Card payment
Sale reviewed and accepted
Tax, tips and fees are recorded separately
Payout recorded
$124 is transferred to checking
Bank match confirmed
The deposit corresponds to the payout transfer
Checking holds $124. Revenue of $100, fees of $4, tax payable of $8 and tips payable of $20 are recorded, and the Square balance returns to zero for this order.
Sale paid with cash, a gift card and a card
The payment methods determine which balances change. Goods revenue is the same.
Example: $100 of goods paid with $40 in cash, a $20 gift card redemption and $40 by card, with a $1.50 example card fee.
Payment split three ways
Three tenders pay one order
Payment mappings reviewed
Cash and gift cards are not card proceeds
Sale accepted
$100 of revenue, paid three ways
Card payout recorded
$38.50 is deposited to checking
The sale adds $100 of revenue, $40 of cash on hand, $38.50 in checking and $1.50 of fees. The existing gift card liability decreases by $20, and the Square balance clears for this order.
Square invoice paid later
Accepting the invoice records the amount owed, and the payment settles the receivable.
Example: a $200 Square invoice, a $6 example fee and a $194 payout, with no tax, discount or tip.
Invoice published
The customer has not paid yet
Invoice accepted
The sale and the amount owed are recorded
Invoice payment collected
The balance due falls to zero
Payout recorded and matched
$194 is transferred from Square to your bank
Revenue of $200 is recorded once, with $6 of fees and $194 in checking. Accounts Receivable and the Square balance are zero for this invoice.
Scope
Synchronized data and your controls.
Data synchronized
Completed orders, catalog items, non-draft invoices and their payments. The Square balance is read from Square payouts, each of which lists the sales, refunds, fees and other changes it contains. Payment notifications also import direct payments made without an order.
Your controls
Money held by Square is recorded on your Square balance, an account you set up once in Imprest. Card sales are held until that account is set up. Refunds and chargebacks are also imported and post against the same balance. The examples use your home currency and illustrative fees.
Set up
Setting up Square.
Requirements
- An owner, admin, accountant or bookkeeper role in Imprest.
- A Square seller account sign-in that can approve Imprest's read access to payments, orders, invoices, payouts, bank accounts and disputes.
Connect Square
- Open Apps and select Add a connection.
- On the Square card, select Connect.
- Sign in to Square and approve access.
- Open the Square page in Apps and select Integration Settings.
- Start from Recommended, or choose Customize to set each choice yourself.
Imprest shows Square connected when you return, and the first import can take a few minutes.
Full Square setup guide →All integrations →Square is a trademark of its owner, used here only to name the service Imprest connects to.