Square POS

With an application for the Square point-of-sale solution, start selling anywhere. An offline business entering into eCommerce can easily transfer product data from Square POS to an online store and sync the data automatically. For an online business, it is possible to import products from a store into Square POS with one button-click and start accepting orders in-person, too. Square will automatically update an inventory and order data across online and offline channels so there will be no need to to track digital and physical sales separately.
Square POS integration is available to merchants in the USA, Canada, Australia, Japan, and the United Kingdom, Republic of Ireland, France and Spain.

Connecting Store With Square POS (for existing merchants)

To connect an online store with a Square POS system to track both online and offline inventory and sales:
  1. From Store management, go to Other Channels → POS.
  2. Click Connect Square:

3. The system will redirect to the Square Dashboard. Sign in to your Square account.
4. Click  Allow to provide the required permissions to the app.
Now the online store and Square POS are connected.
To populate a catalogue with inventory from Square, click  Import Catalog from Square. Click  Export Catalog to Square to add online store products to Square and sell offline:

If it is needed to change a Square account the store is connected to, disconnect the store from Square in admin → Sales Channels → Other Channels  → POS, then remove Square as a payment method in admin → Payments, and connect the store to another Square account.

Synchronization with Square

There are the following levels of data synchronization between an online store and Square: initial import of products, manual updates of catalogue changes, automatic inventory update, and automatic sync of orders.

Initial product import

When a new store is created through Square POS, an initial data import starts at the time of the first connection.
The initial import automatically adds up to 10 categories and 70 000 products from Square to the online store. If there are more categories or products, import them manually with one button click. Otherwise, the initial import will stop when one of the limits is reached.
The initial import transfers the following product details:
    • SKU (if a Square product doesn’t have SKU, the system will set its Square product ID as SKU)
    • Name
    • Price
    • Image
    • Description
    • Options with titles and price modifiers
    • Category

Manual Catalogue Updates

There is an option to import catalogue updates from one system to another manually.
Manual catalogue updates can be used when there is a need to sync:
  • New items

For example, new items were added to a store and they are needed to be exported to Square POS to start selling these items at a retail outlet.

  • Remaining products

For example, there was an upgrade to a higher plan to increase the number of categories that can be synced and it is needed to bring over the rest of products to an online store.

To manually transfer new products from Square to an online store or from an online store to Square:
  1. From admin, go to Other Channels → Square (POS).
  2. Click Import Catalog from Square to transfer catalog changes from Square POS to the online store or click Export Catalog to Square to transfer catalogue updates from the online store to Square POS:

That’s it — new products got transferred.
The  Import Catalog from Square tool transfers the following product details from Square to an online store:
  • SKU (if a Square product doesn’t have SKU, the system will set its Square product ID as SKU)
  • Name
  • Price
  • Stock level
  • Image
  • Description
  • Options with titles and price modifiers
  • Variations
  • Category
The  Export Catalog to Square tool will transfer the following product details from an online store to Square:
  • SKU
  • Name
  • Price
  • Stock level
  • Description
  • Product variations
  • Variations
  • Category
While product stock levels sync automatically, any changes to other product details (e.g., prices, names, descriptions, variations) require a manual update. To send updates to existing products:
From an online store to Square POS
  1. Go to Square Dashboard → Items.
  2. Delete the product needed to be updated from the Catalogue.
  3. Return to the online store admin, go to All Sales Channels → Square.
  4. Click Export catalog to Square to launch the product details sync.
Note: When a product is deleted in the online store and it should not be sold through Square, remove it from Square manually in Square Dashboard → Items.
From Square POS to the online store
  1. From online store admin, go to Catalog → Products.
  2. Delete the product needed to be updated from the catalogue.
  3. Return to All Sales Channels → Square.
  4. Click Import catalog from Square to launch the product details sync.
Note: When a product is deleted in Square and it should not be sold in the online store, remove it from the online store manually in admin → Catalog → Products.

Automatic Inventory Updates

To ensure accurate stock count and prevent overselling, product stock levels are automatically synced between the online store and Square when both the following are true:
  • The function Inventory and sales sync with Square is enabled in the Other Sales Channels → Square (POS) section of admin.
  • Products have matching SKU numbers in both systems.
When products are sold through Square POS, the system updates product stock levels (for matching SKUs) in the online store within a few minutes. The same happens the other way round - when products are purchased from the online store, their stock in Square gets updated, too. This keeps product stock levels up to date.

Automatic Sync of Orders

Orders created with an online store will automatically sync with Square POS if all of the following are true:
  • The option Inventory and sales sync with Square is enabled in the Other Sales Channels → Square (POS) section of Store management.
  • Order was paid for with Square payments.
Note: If taxes are included in product prices, the orders containing such products are transferred to Square as transactions without order details, i.e. show only order total in Square.
Orders created with Square POS will not appear in  Store management but the system will automatically update the stock of the purchased products.

Setting up Location for Pickup Orders

In  Store management → Other Channels → Square (POS) choose a store location with which an online store should be synchronised.
In case there are several store locations in Square and several pickup points for online customers, assign a specific store location to each pickup option in the online store. After that, when a customer selects a pickup option at checkout, their order will be associated with the corresponding business location in the Square Dashboard.
To set up a pickup option and assign a location to it:
  1. From Store management, go to Shipping & Pickup.
  2. Click + Add Pickup.
  3. Configure the pickup option by entering a name, instructions for the customer, and a pickup date and time.
  4. Select the desired store location:

Note: Make sure store locations are activated in  Square Dashboard. Learn more about  managing locations in Square.
5. Click  Add Pickup Option.