Support / Square
How to record Square fees and payouts.
In short
Record each Square sale at its full amount, with its tax and tips, and record Square's processing fee on that sale. Each payout is then a transfer from your Square balance to your bank. Imprest brings in each completed Square sale this way, plus your Square invoices, refunds, disputes and payouts.
Before you start
You need an owner, admin, accountant or bookkeeper role in Imprest. On Square's side, you sign in to your Square seller account and approve Imprest's access. Imprest asks Square for read access to your payments, orders, invoices, payouts, bank accounts and disputes. It doesn't change anything in Square.
Connect Square
- Open Apps and select Add a connection.
- On the Square card, select Connect.
- Sign in to Square and approve access.
- Back in Imprest you'll see Square connected. The first import can take a few minutes.
- Open the Square page in Apps and select Integration Settings. Start from Recommended, or choose Customize to set each choice yourself.
What comes in, and how it lands in your books
- Sales. Each completed order comes in as its own sale, with sales tax and tips on their own lines.
- Fees. Square's processing fee is recorded on each sale.
- Invoices. Square invoices and their payments come in too.
- Where the money goes. Card, wallet and bank payments go to your Square balance account, net of the fee. Gift card sales go to a gift card liability. Cash goes to the account you pick, Cash on Hand to start.
- Refunds and disputes. A disputed sale moves to disputed receivables, and to chargeback losses if you lose it.
- Payouts. Each one is recorded as a transfer from your Square balance to the bank account it went to.
With the recommended settings, sales Imprest matches with high confidence post on their own, sales over $5,000 wait for your review, and payouts post on their own. Anything below the confidence level waits in Pending. Change any of this under Integration Settings.
A sale never lands in a catch-all account. If your Square balance isn't set up yet, or a payment method has no account chosen, the sale waits until you choose one.
Day to day
- Square tells Imprest about new orders, payments, refunds, disputes, invoices and payouts. Imprest also checks every 30 minutes.
- To check now, select Sync now on the Transactions or Payouts tab of the Square page.
- Review waiting sales on Transactions, and payouts on Payouts.
- To stop syncing for a while, select Pause sync. Resume sync picks up again.
Common problems
Square needs you to approve reading your payouts
Without payout access, Imprest can't set up your Square balance, so your sales wait. Select Reconnect and approve the access in Square.
A payout is waiting
Imprest holds a payout when it can't tell which bank account in your books it went to, for example when it went to a debit card or to Square Checking, or when no single bank account in your books matches its last digits. Open it on Payouts to sort it out.
Couldn't connect Square
If the sign-in expired or was opened in another browser, start again from Apps. If Imprest says your access doesn't include connecting apps, ask an owner or admin to connect it.
The last sync failed
Open the Square page in Apps and check Integration Settings for what needs attention, then select Sync now.
Disconnect
- Open the Square page in Apps.
- Select Disconnect and confirm.
Imprest stops bringing in new data from Square. Sales, fees and payouts already in your books stay. If you only want to stop for a while, use Pause sync instead.