Connect Square with Craftybase

Learn how Craftybase imports your Square data.

This article will guide you through how to connect to Square, and what types of data we can import into your Craftybase account.

Square is a mobile payment company that offers a suite of business software, point-of-sale (POS) systems, payment hardware products, and small business services.

Our Square ➝ Craftybase integration allows you to import your products and orders from this channel, so that you can be sure that your inventory levels are always automatically factoring in sales from this source.

Connect to Square

To connect your Craftybase account with Square, you'll want to follow the instructions in our guide here: Connect your Square sales channel

It is recommended that you always create your products on Square where possible and then import them to create as products in Craftybase. This means that your external references will be correct from the start and you will not need to do any merging between your manually created products and imported ones.

Alternatively, it is possible to create your products on Craftybase first if this works best for you. Once you have your product created on Square you should then import to create the new one in Craftybase. Be aware that this will create two versions of your product as the importer will not yet know about your manually created product. From here, you will then need to merge together the two products so that all orders and purchases are under the correct product. All imports after that point will know to associate new sales and expenses to the correct product, so this will be a one-time task.

Square Items

Square Items will be imported as both Products and Listings in Craftybase. More details on the rules we apply can be found here: How does Craftybase import products from my sales channels?
If your Square Item already exists in Craftybase from a prior import and you have made changes on Square since the import, you'll notice that no details will be changed on the linked product. This is because your product can be linked to many different listings across different sales channels.

Square Orders

Once you have your connection in place, the Square integration will import all sales that have been created as Orders in Square (Square POS and Square Online).
It's important to note that Invoices are not imported at this time.
Any transactions that do not contain itemised line items will not be imported. This includes most 3rd party payments from unsupported sales channels.
We apply the following logic depending on the current state we find on the Order:
Square Order State
Imported to Craftybase?
Marked as Paid?
Marked as Shipped?
Notes
OPEN
No
-
-
Orders marked as OPEN will not be imported as these can still be modified outside of Craftybase so won't sync when imported
COMPLETED
Yes
Yes
No
This status is when the Order has been sent to the customer. It does not indicate if the order has been physically shipped.
CANCELED
Yes
Yes
No
When an Order is imported with this status, it will be automatically cancelled in Craftybase.

Square Variants

Square Item Variants (otherwise known as "Price Points") are imported into Craftybase as Variation Attributes

As Square allows for only one attribute per product, your variation attributes will be imported with a default label of "Variant" (this can be changed by you after the import to a label that better represents the attributes).

For the example above created on Square, the Product would be imported as "Cats Skirt" and a Variation Attribute of "Variant" would be created with 3 values: 0-1 years, 1-2 years and 2-3 years.

From here, you can  edit your Variation Attribute to change the label to better represent the group of values. For the example above, you could rename Variant to Size. (Note: this will not update your label on Square, it will only be used within Craftybase to describe the Square variant)

Square Item Modifiers are not imported as variation attributes - instead they will be added to the notes section of any orders that have the modifier applied.

More information about Square Variants can be found in the Square documentation article: Item Variants or Price Points

Square Modifiers

Craftybase will import Square Modifiers as notes on each Order Line Item imported from Square, but will not create these as variations in their own right. It is recommended to instead use Square Variants to track your variations as these will be automatically  converted and tracked as Craftybase Variations.

Square Fees

Square fees are imported automatically during the shop import process alongside your orders. The importer checks for any fees that have been generated within the date range specified.
A list of the fees we currently handle is as follows:
Square Processing Fees: These are fees directly related to processing a sale via Square and are thus directly related to the Order that the sale is listed under. These fees are imported into Craftybase as a  Commissions & Fees expense line item.

Custom Amounts

With Square you can either create an order using the items in your Square store, or charge the customer an amount directly without any items. This is registered in Square as a  Custom Sale Amount and will appear when imported in Craftybase as an order line item linked to a product called  Custom Amount.
Orders that are processed via a third party site (such as BigCommerce) will also be imported as  Custom Amount items as this is what is recorded within Square.
If you would like to associate the  Custom Amount order line item with a different product within Craftybase, you can do this via the Edit Order form. In the search box for the product where  Custom Amount is displayed, search and select the product you would like to associate the order with and then save the order. Detailed steps can be found in our help article here: How do I associate an order item with a different product?
If your order quantities or unit costs need to be changed, you can either create a new product with a different sales quantity, or alternatively you can copy the order to make it editable and then delete the imported version.

Square Tips

Craftybase removes any Tip Amounts applied to orders before importing the order from Square. 

Square Variable Pricing

For products with variable pricing set up in Square, they will be imported with a base price of 0.

Exporting to Square from Craftybase

Our automatic sales channel integrations support only one way importing into Craftybase, however if you have your product list already structured in Craftybase, you could consider using our product export feature to generate your product list into CSV and then use Square's import feature to move the products into Square. Details about the Square CSV importing can be found here:

Square Help - Import Items Online

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