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.
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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.
What Square users tell us
Square handles payments. But getting those payments into your accounting properly? That is the problem.
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.
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.
Get Started
Tell us about your Square setup
How many locations, what payment types, what accounting system. We will scope the integration.
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.
Good for cafes, retail shops and service businesses using Square as their primary POS.
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.
Good for retail businesses using Square to track products across multiple locations.
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.
Good for retail and service businesses building customer relationships.
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.
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.
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.
AI-powered document processing that cut manual work by 85%
We helped an Australian firm replace hours of manual data entry with an intelligent pipeline. Documents flow straight into connected systems, accurately and without human input.
Read the full case study →Your Square integration at a glance
Square POS at the centre, connected to accounting, inventory and reporting.
From first call to live integration
A quick, clear process for hospitality and retail.
Why HELLO PEOPLE for integrations
We build, not just connect
We write proper integration code: API connections, data mapping, error handling, logging. Not Zapier chains that break quietly.
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.
Built for Australian business
We understand BAS, GST, super, award rates, Australian privacy law, and the platforms local businesses actually use.
Senior team, direct access
You talk to the people building your integration. No account managers, no offshore handoffs, no ticket queues.
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.
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.
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?
Fixed price. A single-location sales-to-accounting integration runs $3,000 to $8,000. Multi-location with inventory and reporting typically runs $8,000 to $20,000.
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.
Get Started
Tell us about your Square setup
How many locations, what payment types, what needs connecting. Simple scope. Fixed price.
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're Perth-based and we answer the phone.
