Square Xero integration that keeps your books in step with your stock
Square and Xero connect through an app rather than a built-in link: each Square sale becomes its own draft invoice in Xero, and the quantity on hand moves on the matching tracked item. For businesses ringing sales through Square at the counter and keeping the books in Xero. Every Square sale arrives as a draft invoice in the organisation you pick, and stock follows for items you post as tracked inventory. Square’s 80-character SKU shortens to the 30 Xero accepts as an item code on the way in. Stock stays right on the shop, and the books match the shelves without anybody typing it twice.
From $19 a month for two shops · no credit card · connected in about ten minutes · nothing changes until you say so · Updated 10 September 2026
Square
XeroHow to connect Square and Xero
Four steps and about ten minutes. The two connections are a login each; most of the time is us matching your catalogues, and nothing changes until you switch it on.
Connect Square
You sign in to Square and approve QuickSync. It covers your catalogue, stock and orders across the locations you pick.
Connect Xero
You sign in to Xero and pick the organisation. QuickSync writes to that organisation and nothing else.
Let it match your products
We line the two catalogues up by SKU, then by title, and hand you a short list of anything we could not match. You decide what happens to those.
Watch, then switch it on
Leave it watching for a few days and check the numbers agree. When you are happy, let it start making changes, one shop at a time.
What a Square Xero integration actually moves
One row per job, based on how QuickSync connects to Square and Xero today. Where a side does not allow something, the cell says so.
| What | Square | Xero |
|---|---|---|
| Stock count | Both ways | Both ways for tracked items, as a book figure |
| New listings | We can create and update | Not a storefront, so no listings |
| Prices | Sent, with your rule applied | Written to the item |
| Orders in | Into QuickSync | Draft invoices go in, nothing comes back |
| Tracking back | Square does not accept one | Not applicable |
| Photos and options | Photos, sizes and colours | Not a storefront, so no photos |
| How fast we update it | Under a second | Under a second |
| How fast it tells us | The moment it happens | We check Xero every two minutes |
Running Square alone versus with Xero
Every Square sale that is not written into Xero is a stock figure and an invoice someone has to type twice, and a wrong stock figure is how you oversell. Connecting them removes that second pass.
| Two shops, run by hand | Two shops, connected |
|---|---|
| The last one sells in both shops within the same hour | Whichever shop sells it, the other one drops to match |
| Typing the same stock numbers into Square and Xero each morning | One count, sent to both, without anyone opening a spreadsheet |
| Changing a price means editing the same product twice | Change it once and each shop gets the price you set for it |
| Orders in two dashboards, matched up by hand at the end of the week | Every order already matched to the right product |
| A refund leaves your numbers wrong until someone notices | A refund puts the stock back and tells both shops |
| Guessing how stale each shop’s number is | A sale reaches Xero as an invoice in about a second |
One Square order, start to finish
Real timings, second by second.
Square · order #447114:02:11Square41sourceXero41+0.3sCorrecting Xero takes under a second once we have the sale. The order is in your packing list with the Square order number on it.
There is no other direction: nothing is ever bought in Xero, so it only ever receives.
The limits: know them before you connect
Every Square Xero integration has constraints. These are the ones that apply here.
One direction only
A Square sale becomes an invoice in Xero in about a second. Nothing is ever bought in Xero, so there is no sale there to wait on. A quantity you change by hand in Xero is the one slow path: we check for it every two minutes.
Xero is your books, not a shop
Quantities in Xero are a bookkeeping figure no shopper ever sees, and orders go in as draft invoices without coming back out. Stock moves only for items you post as tracked inventory, and each change arrives as an adjustment document in Xero. That is how Xero works, not a gap.
Stock moves when you say so
Xero is not a storefront, so there is no listing to publish. Stock and invoices move once you turn sync on; nothing invents a product page on Square.
What a Square sale writes
One invoice per order, in draft, in your currency.
Each Square sale rung at the register becomes one draft invoice in Xero: the customer matched or created as a contact where Square recorded one, one line per item at the price taken, and the register’s currency. It lands as a draft so you approve it in Xero the way you approve anything else.
Square tells us the moment something sells, so the draft invoice is in Xero a second or so later. Cancel the order before you approve the invoice and the draft is removed. Anything you have already approved is yours to credit in Xero.
Stock needs tracked items, and Xero is checked on a timer
Two things to set up before the stock figure means anything.
Invoices work from the first connection. Stock does not move until you switch on Track inventory in QuickSync’s Xero settings and pick three accounts from your chart of accounts: an inventory asset account, a cost of goods sold account and an inventory adjustment account. From then on a Square sale takes one off the tracked Xero item, and each change we write arrives as a bill or credit note against a QuickSync Inventory Adjustment contact, because that is how Xero moves a tracked quantity.
Nothing sells in Xero, so there is no sale there for us to hear about. What can change in Xero is the quantity itself, and Xero does not tell us when it does; we check every two minutes and send the new figure on to Square. Square’s 80-character SKU shortens to the 30 Xero accepts as an item code on the way in, so codes that only differ after character thirty collide.
Two shops fits the smallest plan
Your catalogue size picks the plan, and your plan price covers two connected shops with every shop after that adding it again. Three shops on Lite is $38 a month.
Lite
$19/mo for two shops1,000 items and up to eight connected integrations, with stock matched on both sides automatically. Enough for Square and Xero on their own, at $19 a month for the two.
Pro
$29/mo for two shops2,500 items and up to eight connected integrations. Listings and orders sync here as well as stock. Most sellers running two shops properly end up here.
Ultra at $69 and Ultra+ at $99 add larger catalogues, price rules and setup help. Every plan starts with a 14-day free trial and no card.
Questions people ask about this pair
How quickly does Xero update after something sells on Square?
Under a second in normal conditions. Square tells us the moment the sale happens, and the invoice and the stock figure are written to Xero straight away. Nothing is ever bought in Xero itself, so there is no sale there for us to go looking for. A quantity you edit on a tracked item in Xero reaches Square on our next check, every two minutes. If Xero is briefly unreachable we hold the update and keep trying rather than dropping it.
Does Square integrate with Xero?
Through an app rather than a built-in link. QuickSync writes each Square order into Xero as a draft invoice against the customer and, once you have switched on tracked inventory, moves the quantity on hand on the matching item, so the books follow the shop without anyone retyping the day’s sales.
Will anything flow back from Xero to Square?
Orders never do: Xero takes invoices in and sends nothing back out, by design. A quantity you edit on a tracked item in Xero does reach Square, on our next two-minute check. Your Square listings, prices and photos are never touched from the ledger.
What do I need to set up in Xero first?
Nothing for invoices; connect and they start arriving as drafts. For stock, open QuickSync’s Xero settings, switch on Track inventory and choose an inventory asset, a cost of goods sold and an inventory adjustment account. If your chart of accounts has none of a kind, add it in Xero and reopen the settings.
Do my Square products show up as listings in Xero?
No. Xero is your books, not a storefront, so there is nothing to list. We write the item and the quantity as a bookkeeping figure, and orders arrive as invoices.
Do prices sync from Square to Xero?
One way, yes. The price you set on Square is written to the matching item in Xero, so the books read what you actually charge. Xero never writes a price back, so that number stays yours to set on Square.
Does the tracking number go back to Square?
No. Square has no way for us to send a tracking number back, so the shipping detail stays in QuickSync and in whichever shop the order came from. Xero holds the invoice rather than the buyer, so there is nobody there to notify either.
Do orders flow both ways with Xero?
No. A Square sale becomes an invoice in Xero. Nothing is imported back out of Xero into your shops; it is a one-way accounting sink by design.
What do I have to set up before stock syncs to Xero?
Stock moves for items posted as tracked inventory. Switch on Track inventory in QuickSync’s Xero settings and pick an inventory asset, cost of goods sold and inventory adjustment account from your chart of accounts; until then invoices sync and stock does not.
What happens if I refund a Square order?
The stock goes back on Square and the quantity on the books updates with it. Handle the invoice credit in Xero the way you normally would; we keep the quantity right, not your accountant’s credit-note workflow.
Which plan do I need for Square and Xero?
Lite covers Square and Xero. Lite is $19 a month for two shops and holds 1,000 items, with up to eight connected integrations. You would move up a plan for catalogue size, and your bill goes up by another $19 if you connect a third shop.
Selling somewhere else as well?
Each combination has its own page, including the limits that apply to that pair, not a generic Square write-up with the logo swapped.
Or read about one shop on its own
Every channel has a page covering exactly what syncs, what does not, and how fast.
Connect Square and Xero and watch one correct the other
Make one test sale and watch the other shop’s count drop. If it doesn’t work the way this page describes, you’ve spent ten minutes and no money.
No credit card required
Setup guides for this pair
Connect each shop with its own walkthrough, then come back to this page for how Square and Xero stay in step.