thread Re: What is your favorite Zapier + Square Zap? in Retail & eCommerce

What is your favorite Zapier + Square Zap?

TCSlaguna — Fri, 10 May 2024 02:34:15 GMT

Confession: I have never used Zapier

But I do know that many sellers in the Seller Community use it.

I feel like I am missing out, that I am not analyzing the data I need to be. Even worse, that I am analyzing the data I need to be, but spending hours a week to create them.

So, I was wondering:

What is your favorite Zapier zap for Square?

I'm wondering if the following sellers have some:

@TheRealChipA @JessPoynter @ryanwanner @Candlestore @rtfulk @Twiggy @Minion @Lovewell @Sam_400º @BofBArtStudio @JTPets @PartyManiaMD @lenjobakes @DinaLRosenberg @MudFire_Dex @Anthem @Twpchair @Doran @HC_Charlie @homeprogreen @VanKalkerFarms

Hoping we all get some great tips and tricks!

Re: What is your favorite Zapier + Square Zap?

homeprogreen — Fri, 10 May 2024 02:51:54 GMT

What’s a zapper? To be honest I don’t really analyze data. I look at the inventory, sales reports along with looking at the shelves to see what’s selling

Re: What is your favorite Zapier + Square Zap?

ryanwanner — Fri, 10 May 2024 05:41:31 GMT

@TCSlaguna Interesting! I've never heard of Zapier. I'll have to take a look-see.

The only third party automation I'm (barely) using is IFTTT. I've only poked around there, and its out of the box Square integration is mostly limited to refund alerts and deposits sent. I'm sure there's more it can do when you actually create the applets tho.

Re: What is your favorite Zapier + Square Zap?

Sam_400º — Fri, 10 May 2024 09:44:28 GMT

Never heard of them 🤣

Had a Quick Look and it looks like it's just more work right?

Re: What is your favorite Zapier + Square Zap?

VanKalkerFarms — Fri, 10 May 2024 11:18:34 GMT

never heard of it. I don't use anything really other than reports and item sales and of course the actually POS part of Square.

Re: What is your favorite Zapier + Square Zap?

Twpchair — Fri, 10 May 2024 12:37:07 GMT

I've looked into it and it seemed to be more work at first glance but in the end probably beneficial. I keep saying when we slow down I'll look into it and it never seems to happen. Right now I use quick books and goggle doc's. I have pretty good luck with those two.

Re: What is your favorite Zapier + Square Zap?

Twiggy — Fri, 10 May 2024 14:23:13 GMT

I don’t have enough sales - and I know pretty much about every sale I do

Re: What is your favorite Zapier + Square Zap?

Candlestore — Fri, 10 May 2024 15:01:15 GMT

@TCSlaguna ;

I never used Zapier, but I did look into it to see what it can do. Basically when a Sale is made in Square it can send the data you want to another application such as Google sheets. For me I can wait till I get home export Squares Sales Transactions CSV files. Then move those two files to a folder on my desktop, open Excel, Click Refresh all Data (Power query 2-3 min) and go make diner. As diner is cooking the Excel sheets are prepared and updated and I can look at what is selling better Now than yesterday.

Back to Zapier they also have an integration that goes from Square sales to Accounting software like QB Online, Wave, Zoho, etc; which can save time if it automatically imports Squares sales to Your accounting package.

My thing is I am more interested and how to do things at a low cost and the Zaps ( paid per Zap) can get costly on my busy months and less costly and not worth it to me during our slow times. The Idea behind it is If X happens then the Zap will do Y for you. Example you get a New customer, Zapier will add a line to Google Sheets of the New customer. Then if you have a Zap setup that New Customer was added to Google Sheets send through Mail Chimp a welcome letter. So You did nothing but your new customer just received a Welcome letter and possibly a discount on their next visit. I just get confused with What is a Task according to Zapier. What is a Multistep Zap?? What is a Task in Zapier.... How many do you need? A Task is Defined by Zapier as - A task is an action your automated workflow successfully completes. For example, if your Zap has an action to create new Google Contacts, each contact Zapier creates will count as one task.

So each Sales would generate a Task, and between Online and Square this can be a big Unknow cost. I get confused on a Zap which are unlimited and Costs / Tasks. If I use the Slider in Zapier for How many Tasks I need a month the Monthly cost for me goes from $20 to $3400 a Month which is a Big price swing. Do I need the $3400 package now.... NO, but what if there is something lest costly that does the same type of stuff Zapier does. So I am interested also in what others say about Zapier for my own Knowledge and how they use it as I am with you and never used it.

I have been trying Odoo (online standard) out which is $32 a month (paid Yrly) or $39 paid Monthly for Inventory/accounting/CRM/ and MORE. The biggest issues I see with Odoo are:

No integrations for Square or Sales channels. Everything can be Imported by CSV though.

The fee of $32 a month for accounting / inventory /crm etc does not seem bad unless you need Odoo to set it up for you or you need Custom Features then it can get expensive. QBonline is $15 to $100 a month just for Accounting Software for a comparisson.

Learning Curve is Steep at first being use to Spreedsheets going to a Database system.

Re: What is your favorite Zapier + Square Zap?

maxpete — Fri, 10 May 2024 15:17:15 GMT

@cupzcoffeeaz, @Bronze_Palms I think you have used Zapier right?

Also tagging @Hailey as she is a marketing genius too!

Re: What is your favorite Zapier + Square Zap?

cupzcoffeeaz — Fri, 10 May 2024 16:35:41 GMT

The main reason to look for use cases with Zapier is if you used multiple SaaS services and you want to keep things in sync. I really mostly on square for everything.

It is a great tool if you want to register sales in other tools like Quickbooks or other apps available in Zapier, but to be honest there are other ways to do this integrations that are cheaper, it all depends of your volume of transactions.

Another reason to use it is to use other CRM or marketing tools so you can sync your customer's information to another CRM or marketing platform.

Updating inventory on other platforms is more useful for most businesses if you use other e-commerce services outside of Square. You can sync up your inventory across platforms.

Re: What is your favorite Zapier + Square Zap?

TCSlaguna — Fri, 10 May 2024 20:03:51 GMT

OK, I am feeling much better. I'll stick with using Square's built-in reports and keep submitting feature requests for the ones I'd like to see.

I'm still interesting to hear from those using Zapier.

Re: What is your favorite Zapier + Square Zap?

doc_choc — Sat, 11 May 2024 21:33:41 GMT

We use it to consoliate our sales data from different channels including Square, it would be a massive job to do and one we probably wouldn't be able to with out Zapier. So we have half a dozen platforms like NOTHS etc, which we drop the data down from and use some nice Micrsoft packages to handle the data. Apart from the sales data, its great to see where our domestic and international customers are and enables us to tailor our marketing effort to specific locations with Google and Meta ads.

Re: What is your favorite Zapier + Square Zap?

Bronze_Palms — Sun, 12 May 2024 18:15:45 GMT

Thank you so much for the tag! I use Zapier for EVERY area of the business.

Square x zapier x salesmessage

prep instruction texts
thank you texts
follow up texts

Optimonk x zapier x Square

we dont use square for our primary website for SEO reasons, optimonk helps us collect emails that then port into square so customers recieve emails

Wholesale sites x zapier x square

this automates revenue tracking in square so reporting is all in one place

Google sheets x zapier x Google My Business

this autoposts to GMB weekly

Re: What is your favorite Zapier + Square Zap?

Hailey — Mon, 13 May 2024 15:40:16 GMT

This is awesome @Bronze_Palms !!! You should consider writing a blog for our Community blog on this topic - diving into the details of your integrations. Maybe it can be a co-authored effort with @cupzcoffeeaz 😉

@Helen manages the blog if you two are interested 😁

Re: What is your favorite Zapier + Square Zap?

BofBArtStudio — Tue, 14 May 2024 19:55:45 GMT

We also do not use the square website, however, we use the square API integrated to our website. I want to create multiple emails groups from each of our locations

I am interested in what you said... Can you tell me more about how this works?

Optimonk x zapier x Square

we dont use square for our primary website for SEO reasons, optimonk helps us collect emails that then port into square so customers recieve emails

Re: What is your favorite Zapier + Square Zap?

Bronze_Palms — Wed, 22 May 2024 19:47:51 GMT

I am totally interested and would love to help with this!

Re: What is your favorite Zapier + Square Zap?

Bronze_Palms — Wed, 22 May 2024 19:48:55 GMT

Yes! So Optimonk is a 3rd party that is set up on the primary website (different host, not Square). We collect emails through Optimonk's interstitial, that is ported by Zapier into Square Directory.

What questions can I help answer?

Re: What is your favorite Zapier + Square Zap?

dpearsonMOR — Wed, 18 Jun 2025 20:30:51 GMT

Sorry to bring p a very old message, but I'm keen to learn how you managed to input wholesale sales into square?

Re: What is your favorite Zapier + Square Zap?

Candlestore — Wed, 18 Jun 2025 21:24:20 GMT

@dpearsonMOR ;

Depends on how you are creating the wholesale sales. We would take the wholesale order over the phone, create an invoice and discount the prices based on their wholesale pricing. That is option #1. Option #2 is we too the Wholesale order over the phone enter the items on the point of sale and then adjust pricing. Add shipping Costs and take payment over the phone. 3rd option was create write down the order on an invoice orderform. Fill the order and write in the pricing. Make or Pull the order for pickup as customer wants. When order ready call customer its ready. When customer comes in to pick up, pull the printed invoice mark the way they were paying, cash, Credit Card, check etc, mark paying method. If in by Credit card, scan Barcode card wholesale which is untaxed and enter a custom amount for the amount on the invoice. Then reduce inventory by the items customer left with.

Square as far as I know never had a way for special pricing based on Customer, Retail vs Wholesale for example.

Hope this gives you a few ways to do this.

Re: What is your favorite Zapier + Square Zap?

dpearsonMOR — Thu, 19 Jun 2025 05:31:48 GMT

Thanks for the reply.

Are you taking wholesale payments seperately to square?

We want to import our external sales into square for reporting needs, but my concern is duplicating sales in accounting purpose