Square sales and Xero do not match at end of day
Square processes card payments, cash, tips and refunds. Xero sees bank deposits. Reconciling which Square transactions make up each bank deposit takes time every single day.
Integration
Square Integration That Sorts Your Accounting Automatically
Connect Square POS to Xero, MYOB or QuickBooks. Sales, tips, fees and refunds reconcile automatically. Multi-location supported.
Perth-based. Australia-wide. Fixed-price quotes.
- AU-wide Perth-based · servicing Australia
- 18+ yrs Building software
- Square Api experts
- Fixed Price scopes, no surprises
Square Integration
Square POS Integration Services
Square is the POS of choice for Australian cafes, retail shops, market stalls and service businesses. It is affordable, easy to set up and handles payments well. But it does not do your accounting. And the daily reconciliation between Square and Xero or MYOB is tedious, error-prone and time-consuming.
We build custom Square integrations that automate the connection between your POS and accounting. Every sale, tip, fee and refund flows to the right account. Multi-location tracking sorted. Bank deposits reconcile in seconds, not hours.
HELLO PEOPLE is a Perth-based software consultancy. We work with hospitality and retail businesses across Australia, connecting Square to accounting and reporting so owners can focus on running their business instead of reconciling spreadsheets.
How it runs
A Square integration project, end to end
Three stages. No surprises. Live POS sales and stock across every location stay untouched until cutover — delivered personally by the founder.
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Week 0
Square Integration Audit
15-minute scoping call. We map your Square setup across all locations, the systems you need it connected to, and the specific multi-store / multi-location workflow gaps slowing your team down. Fixed-price quote inside 48 hours.
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Weeks 1–N
Build & Parallel-Run
Integration built in a sandbox and parallel-run against your live Square data for two weeks. Every record mapping, field translation and event trigger validated before production. No risk to live data.
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Cutover
Go-Live & Handover
Production cutover on a planned window — typically a weekend. Team training, monitoring active, 30 days post-launch support. Documentation and source code handed over in full.
Sound Familiar?
What Square users tell us
Square handles payments. But getting those payments into your accounting properly? That is the problem.
Daily sales summary entered manually into accounting
Someone downloads the Square daily report. Enters the totals into Xero or MYOB. Splits out GST. Allocates to the right accounts. Every day. Sometimes it falls behind.
Multiple locations, one messy accounting setup
Three cafes, each with Square. Sales data from all three needs to appear as separate revenue streams in accounting. Currently it is one big number.
Tips, surcharges and fees need separate tracking
Square charges processing fees. Customers add tips. Some locations add card surcharges. Each needs to hit a different account in your books. Currently it is all lumped together.
Square Online and in-store treated as separate businesses
Square POS handles in-store sales. Square Online handles web orders. Inventory, sales data and customer records live in two places.
Inventory tracked in Square but not connected to purchasing
Square tracks what you sell. But reorder points, supplier POs and stock counts live in spreadsheets or your head. Stock management is reactive, not planned.
15-Minute Integration Audit — No Cost, No Commitment
Tell us what systems you are running and what is not connecting properly. We map the gap, find what needs to be built, and give you a fixed-price quote before you commit to anything.
- 15-minute scoping call
- Fixed price included
- Australian team
- Ongoing support after launch
What We Build
Square Integration Workflows
POS sales, inventory and customer data connected to accounting and reporting.
Square POS sales to accounting
Square POS transactions flow to Xero, MYOB or QuickBooks. Each transaction or daily summaries — your choice. Product categories mapped to account codes. GST handled automatically.
Cash, card, tap, Split, Afterpay and other payment types distinguished. Discounts and voids tracked.
Inventory sync and stock management
Square inventory levels sync with accounting and ordering systems. Sales reduce stock counts. Receiving stock increases them. Low-stock alerts connected to purchasing.
Multi-location inventory managed per site. Stock transfers between locations tracked.
Customer data sync
Square customer records — purchase history, contact details, loyalty data — sync with your CRM or email marketing platform.
Customer lifetime value calculated from Square transaction data combined with accounting revenue. Segmentation for marketing campaigns.
Multi-location financial management
Sales from each Square location tracked as separate revenue streams in accounting. Per-location P&L. Per-location inventory. Per-location staff costs.
New locations added to the integration without affecting existing sites. Comparative reporting across locations.
Cross-system business dashboards
Square sales combined with accounting data and staff schedules in Power BI. Revenue per labour hour. Product mix analysis. Peak trading periods. Location profitability.
The hospitality and retail KPIs that inform rostering, pricing and menu decisions.
Why Integrate Square
Square sales reconcile with accounting automatically
Every Square transaction — card, cash, tap, online — flows into Xero or MYOB with the correct GST treatment and account code. Daily summaries or individual transactions, your choice.
Bank deposits from Square match perfectly. Reconciliation goes from a daily chore to a one-click confirmation.
Each location tracked separately in accounting
Sales from each Square location flow to separate tracking categories or accounts in Xero. Revenue, COGS and expenses per location. Easy to see which site is profitable.
New locations added without restructuring accounting. Scales with your business.
Processing fees, tips and surcharges separated
Square processing fees go to one account. Tips to another. Card surcharges to another. Each tracked separately so your P&L is accurate and your staff tips balances are right.
No more end-of-week manual splitting of Square deposits.
Square Online and POS in one accounting view
In-store POS sales and Square Online web orders both flow to accounting using the same structure. Inventory connected. Customer data merged.
One view of your business whether customers buy in-store or online.
Sales, inventory and financial data in one dashboard
Square sales data combined with Xero financials and inventory levels in Power BI. Revenue by location, by product category, by payment type. Staff performance. Peak trading hours.
Updated daily. The visibility hospitality and retail operators need.
Pricing
How we price Square integrations
Simple pricing for POS integration.
Free discovery call
Tell us your Square setup: how many locations, what payment types, what accounting system. We will scope the integration.
Fixed-price quote
Clear scope, fixed price. Build, testing and go-live included. No hourly billing.
Start simple
Sales-to-accounting first. Then inventory. Then reporting. Each phase works independently.
Case Study
Multi-channel stock + order sync for an Australian retailer
A retailer running an online store, two physical sites and a warehouse system had stockouts, oversells and write-offs caused by mismatched counts. We built a two-way sync between the eCommerce platform, POS and back-office so SKUs, reorder points and order status stay aligned everywhere.
Read the full case study 98% Stock accuracy across channels
60% Drop in oversell incidents
12hrs Saved per week on reconciliation
Real-time Order + inventory flow
How It Connects
Your Square integration at a glance
Square POS at the centre, connected to accounting, inventory and reporting.
Square POS
Xero / MYOB Invoices & reconciliation
Square Online Web orders
Inventory Stock levels
Deputy / Roster Staff & labour
Email Marketing Customers
Power BI Reporting
How It Works
From first call to live integration
A quick, clear process for hospitality and retail.
Why us
Why HELLO PEOPLE for integrations
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We build, not just connect
We write proper integration code: API connections, data mapping, error handling, logging. Not Zapier chains that break quietly.
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Fixed-price quoting
You get a clear price before we start. No hourly billing that spirals. No surprise invoices at the end of the month.
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Built for Australian business
We understand BAS, GST, super, award rates, Australian privacy law, and the platforms local businesses actually use.
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Senior team, direct access
You talk to the people building your integration. No account managers, no offshore handoffs, no ticket queues.
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Ongoing support included
APIs change. Platforms update. We monitor, maintain, and evolve your integration so it keeps working as your business grows.
We run three cafes in Perth. Reconciling Square with Xero used to take our bookkeeper an hour a day. HelloPeople built an integration that does it automatically. Tips are separated, processing fees go to the right account, and each cafe has its own P&L. It paid for itself in the first month.
Industries
Square integrations by industry
Square works for any business that takes payments. Integration needs vary by how you operate.
Cafes & Coffee
High-volume daily transactions synced. Tips tracked per staff member. COGS for coffee beans and milk. Revenue per location compared. Labour cost ratio calculated.
Retail Shops
Product sales by category and variant. Inventory synced across locations. Supplier purchases linked to stock received. Seasonal product analysis.
Health & Beauty
Service appointments and product sales tracked together. Staff commission calculated from Square transaction data. Client purchase history for retention marketing.
Market Stalls & Pop-Ups
Temporary location sales tracked separately. Card payments from markets reconciled with accounting. Inventory adjusted after each event. Profitability per market.
Food Trucks
Mobile POS sales synced regardless of location. Daily sales compared across events and locations. Supply costs tracked against revenue per service.
Professional Services
Square appointments with payments. Service revenue tracked by type and practitioner. Client invoicing for ongoing services connected to accounting.
FAQs
Common questions about Square integration
Can you connect Square to Xero automatically?
Yes. Sales, tips, fees and refunds flow to the correct Xero accounts daily. Bank deposits reconcile automatically. Multi-location supported.
How much does a Square integration cost?
Pricing depends on the systems involved, the volume of data and the exception cases. We provide a fixed-price quote after a 15-minute scoping call — no hourly billing, no surprises.
How long does it take?
A single-location integration takes 2 to 4 weeks. Multi-location setups typically take 4 to 8 weeks.
Do you handle Square Online as well as POS?
Yes. Square Online web orders and in-store POS transactions both flow to accounting. Inventory synced across both channels.
Can you separate tips and processing fees?
Yes. Tips go to a separate account for staff distribution. Processing fees go to an expense account. Surcharges tracked separately. Each line item is distinct in your accounting.
We have three locations. Can each be tracked separately?
Yes. Each Square location maps to a separate tracking category in Xero. Per-location P&L, revenue comparison and inventory tracked individually.
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Tell Us About Your Square Setup
How many locations, what payment types, what accounting system. We will come back with a plan and a price.
Prefer a quick chat? Call 0425 531 127. We answer the phone in Perth.
