Square Xero Integration: Sync Inventory, Sales, and Prices Automatically
Keep Square stock and Xero tracked items aligned. Xero requires inventory accounts; draft invoice syncing is available on Pro.
14-day trial · no credit card · plans from $19/month for two stores
How this connection works
Managing sales in Square and keeping your accounts in Xero can mean entering the same information twice. QuickSync connects the two, sending each Square sale to Xero as a draft invoice while updating stock for your tracked items.
Lite supports inventory syncing; product and order syncing require Pro or higher. Sync timing varies. Xero stock needs tracked items and inventory accounts. Eligible orders become draft invoices when Xero is your fulfillment store.
Square
QuickSync
XeroHow to connect Square and Xero
Setting up Square and Xero with QuickSync is quick and straightforward. Your existing products stay in place, while QuickSync takes care of getting both sides ready to sync.
Sign Up for QuickSync
Create your QuickSync account and start your 14-day free trial. No credit card is required.
Connect Square
Sign in to Square and approve the connection. Choose the Square locations you want QuickSync to work with.
Connect Xero
Sign in to Xero and select the organisation you want QuickSync to update. QuickSync only writes to the organisation you choose.
Review Before You Switch On
Take some time to check your product matches and stock figures. When everything looks right, turn syncing on and let QuickSync start making the updates.
See What Syncs Between Square and Xero
Square and Xero do different jobs, so not everything works the same way on both sides. Here is what QuickSync can move between them.
SupportedSupported, with a limitNot supported
| What | Square | Xero |
|---|---|---|
| Stock count | Both ways | Xero tracked items; inventory accounts required |
| 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 |
| Update speed | Timing varies | Timing varies |
| Detection speed | The moment it happens | We check Xero every two minutes |
What Changes Once You Sync Square and Xero?
QuickSync takes repetitive work off your plate by automating the updates between Square and Xero. You spend less time entering data manually and can avoid the cost of adding extra staff
| Two shops, running manually | Two shops, connected via QuickSync |
|---|---|
| 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 reported restock updates the matched inventory |
| Guessing how stale each shop’s number is | Sync timing varies with platform polling, processing queues and API responses. |
One Square Sale, Synced in Seconds
See what happens after a customer checks out on Square. Sync timing varies with platform polling, processing queues and API responses.
Square · order #447114:02:11Square41sold hereXero41ExampleSync timing varies with platform polling, processing queues and API responses. 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.
A Few Things to Know Before You Sync
QuickSync keeps Square and Xero connected, but the two platforms handle stock differently. Here are the details worth knowing before you switch syncing on
Sync speed
One-Way Sync
Sync timing varies with platform polling, processing queues and API responses. Nothing is sold through Xero, so there is no sale to send back to Square. If you manually change a stock quantity in Xero, QuickSync checks for it every two minutes.
Inventory limit
Xero Tracks Stock, Not Sales
Xero keeps the stock figure for your books, not for selling products. Orders go into Xero as draft invoices and do not come back to Square. Stock updates only for products set up as tracked inventory, with each change recorded as an adjustment in Xero.
Manual control
You Decide When Stock Moves
Xero has no product listings to publish. Stock and invoices start moving only after you turn syncing on, so nothing changes in Square until you’re ready.
What a Square Sale Writes to Xero
One Square order creates one draft invoice in Xero.
When a customer buys something through Square, QuickSync creates a draft invoice in Xero. The invoice includes:
- Customer details: The customer is matched or created as a contact if Square has their details.
- Products sold: Each item appears as a separate line on the invoice.
- Price paid: The invoice uses the price charged through Square.
- Currency: The invoice uses the currency from the Square sale.
The invoice stays in draft so you can review and approve it in Xero. Sync timing varies with platform polling, processing queues and API responses.
If you cancel the Square order before approving the invoice, QuickSync removes the draft. If you have already approved it, you can handle the credit directly in Xero.
Sync timing varies with platform polling, processing queues and API responses. Cancel the order before you approve the invoice and the draft is removed. Anything you have already approved is yours to credit in Xero.
What Happens to Inventory When Syncing Square & Xero?
Your invoices can start syncing as soon as Square and Xero are connected. But if you want QuickSync to update your stock, you first need to turn on Track inventory in QuickSync’s Xero settings.
You’ll then need to select three Xero accounts:
- Inventory asset account – where Xero keeps track of your inventory value
- Cost of goods sold account – where Xero records the cost of products you sell
- Inventory adjustment account – where Xero records stock changes
Once these are selected, QuickSync can update your tracked Xero items when a sale happens in Square. For example, if you sell one item in Square, its quantity in Xero goes down by one.
There is also a SKU limit to keep in mind. Square allows SKUs up to 80 characters, while Xero accepts only 30 characters for an item code. When a Square SKU is sent to Xero, it is shortened to 30 characters. So, if two SKUs are different only after the 30th character, they can end up matching the same Xero item code.
Pick a Plan
Whether you have a few hundred products or a larger catalog, QuickSync has plans to match.
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?
Sync timing varies with platform polling, processing queues and API responses. Manual quantity changes made in Xero are checked every two minutes.
Does Square integrate with Xero?
Yes. QuickSync connects Square with Xero so Square sales can become draft invoices in Xero and tracked inventory quantities can be updated between the two systems.
Will anything flow back from Xero to Square?
Yes, tracked inventory quantity changes can move from Xero to Square. Orders do not flow back because Xero is not a sales channel.
What do I need to set up in Xero first?
For inventory syncing, you need to enable Track inventory and select an inventory asset account, cost of goods sold account, and inventory adjustment account.
Do my Square products show up as listings in Xero?
No. Xero is an accounting platform, not a storefront. Square products can be matched to Xero items, but there are no product listings to publish in Xero.
Do prices sync from Square to Xero?
Yes. Prices can be sent from Square, with your selected pricing rule applied, and written to the corresponding Xero item.
Does the tracking number go back to Square?
Square does not provide a tracking field through this connection, so tracking numbers cannot be sent back to Square through QuickSync.
Do orders flow both ways with Xero?
No. Square orders move into QuickSync and are written to Xero as draft invoices. Xero does not send sales orders back to Square.
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.
Connect More Channels with QuickSync Integrations
QuickSync offers various other integrations for multichannel sellers. Each integration is designed to cater to particular store requirements. Expand to more channels with QuickSyn.
Or read about one shop on its own
Every channel has a page covering exactly what syncs, what does not, and how fast.
Ready to Connect Square and Xero? Start Free Trial Now
Stop entering the same sales information twice. QuickSync Square Xero integration keeps Square sales moving into Xero while your tracked inventory stays updated in both systems.
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.