Payments and point of sale · Square integration

Connect Square sales, payments and catalogue items to the system that runs the rest of your business.

Square takes card and counter payments at each location. Your own software holds stock, purchasing, accounts and customer history. The connection joins them, so Square orders, payments and catalogue items reach those records without re-keying. What flows, and in which direction, is agreed per project. It depends on your Square account, the locations it covers and the access your account owner gives.

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At a glance

Connecting Square to the rest of your business.

A Square sale lives in several places at once, and nobody should have to retype it in any of them. The point of sale shows the order and the payment. The back office needs the stock movement, the ledger entry and the customer record for that same transaction, entered once and entered correctly.

Our link runs to your own system. Square stays your till. Scope is set for each project, and what can be read or written depends on the Square account and the permissions it grants.

What moves

What flows between Square and your system.

Each flow is agreed one at a time: which record, in which direction, and what happens when it fails.

Completed orders into sales and stock

When an order is completed at a Square location, the order and its line items arrive in your system as a sale. Stock for each catalogue item is reduced at that location, and a voided or edited order reverses the same movement.

Payments matched to invoices

Every Square payment lands on the sale it pays for. Tender type and any tip stay separate, so card, cash and gift card takings sit on their own lines. Refunds come back as credit entries linked to the original payment. Tips stay out of revenue.

Catalogue items pushed out to Square

New items, variations and price changes made in your product master can be sent to the Square catalogue. Each item carries its category, its modifier options and the tax that applies at every location. Item names, categories and tax assignments stay aligned across locations. One change reaches every till.

Customer profiles kept in step

Customers created at the counter reach your customer records. Matching on phone or email avoids a second profile for someone who already exists on your side, and visit history from Square is attached to the profile that survives.

Location by location reporting

Every sale carries its Square location, so each shop, stall or kitchen shows its own takings, stock and staff sales in your reports. Head office reads them together or one at a time. Nobody collates takings by hand.

How it is built

From scoping to hand-over.

1. Agree what Square owns

We list the Square objects you need, such as orders, payments, catalogue items, customers and locations. Then we choose an owner for each. One owner per field.

2. Connect and test in the sandbox

We authorise against a Square sandbox account first and run test orders, partial payments, refunds and voids. Each carries the location and staff member, as a live sale would. Nothing touches live takings until the awkward cases, such as a split tender or a refund after closing, behave as expected.

3. Line up locations, catalogue and orders

Square items are matched to your product codes and its tax setup to your tax rules. A repeated notification must never create a second sale. Failed calls are retried after a pause, and every attempt is logged so that someone can read the history of a single order.

4. Check each location’s totals, then hand over

Each day Square’s totals are set against your own books, and any gap is listed by order, location and time. Causes are quick to find. We then walk your team through the log and who to call. Questions get a name, not a queue.

Industries

Trades that often use Square.

Ready products

Products it is paired with.

Modules

Capabilities it connects to.

What we build

What we would build for Square projects.

Usually in this order, starting with whatever the audit ranks first.

API and System Integration

Tally, WhatsApp, payment gateways, GST portals and your own apps sharing one set of numbers.

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E-Commerce and Digital Commerce

An online store or B2B order portal wired to your stock, billing and dispatch.

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Data Migration and Moving Off Spreadsheets

Data migration and spreadsheet replacement covers auditing existing files, cleaning and deduplicating records, loading them into a new system and reconciling the result against known totals. A parallel run of both systems comes before cutover. The original files are kept as they were.

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Common questions

Questions about connecting Square.

Does Square data flow in both directions?

Either. Many projects start with sales and payments flowing into your system only. Catalogue changes can then go the other way, once it is settled whether Square or your own product master owns item names, prices and variations.

What does my Square account need to allow?

An account owner must grant access. What is available depends on your account and the permissions you approve. We confirm that in writing before any building starts, so nobody is surprised halfway through.

Can past Square sales be brought in?

Usually yes. That depends on what your account exposes. We load history in a separate step. We then compare it with your own sales reports line by line before anyone relies on the numbers.

What happens when Square changes its API?

Square announces changes in advance. We review each. Changes that affect your data are fixed under a support arrangement, which is agreed separately and covers who is told, who tests and who approves the release.

The Square name is a trademark held by its owner. GullySystem has no affiliation with them and holds no endorsement from them.

Start with your requirements

Tell us how you use Square.

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Start with your requirements

Seven short steps that tell us what you need. An engineer reads them before getting in touch.

Share your requirements