thread Re: Importing External Sales figures without duplicating sales in Orders, Menu Items, Catalog & Fulfilment

Importing External Sales figures without duplicating sales

dpearsonMOR — Sat, 20 Sep 2025 13:43:18 GMT

We have a separate income stream from wholesale sales, which we invoice outside of Square.
Is there a way to import these sales figures into Square for reporting purposes only, without them being pushed to Xero—so we can avoid duplicating sales in our accounting records?

Re: Importing External Sales figures without duplicating sales

HC_Charlie — Thu, 19 Jun 2025 12:50:26 GMT

thanks @dpearsonMOR for your question. I don't think you can "import" sales from outside Square, however you could add your invoices as a "cash" transaction so they would hit your sales reports. You could also move your invoicing to Square so it would appear in your reports. Any reason why you don't want to start using Square Invoices? This would be the most appropriate way to achieve this, rather than turning them into a cash sale for input.

I'm not sure why you'd want to do this, since you really need to keep using Xero or other accounting software anyway to keep track of your expenses and other accounts outside of Square. If I were you, I'd switch your invoicing to Square if you wanted to keep all of your sales/reports within Square. And then NOT use Xero or something else for your invoices. This should avoid any duplication of your invoices.

I hope this helped to answer your question, and give you some alternatives to your issue.

Re: Importing External Sales figures without duplicating sales

dpearsonMOR — Thu, 19 Jun 2025 13:18:43 GMT

We use a bakery production suite for production, ordering and invoicing. Square doesn’t have the functionality for our wholesale requirements. We just use it for our cafe sales

Re: Importing External Sales figures without duplicating sales

pearlskitchen — Mon, 03 Nov 2025 16:32:56 GMT

@HC_Charlie I have a similar need, although for me, I'm still small but growing and currently, I do not use an accounting program (changing soon)

But I do have sales that happen outside of square in a wholesale transaction. Many of them for various reasons and it hasn't been practical or possible to complete in square.

I do need single visibility of all sales however.

My question based on your input here is: if I were to use invoices in a cash transaction is there any way to easily import previous transactions and or say in a batch format on a weekly basis or something or do I need to create the invoices manually?

thanks in advance. I thought I would check before I go searching too far.

Re: Importing External Sales figures without duplicating sales

HC_Charlie — Mon, 03 Nov 2025 23:08:10 GMT

"easily import previous transactions "... what format or program are these previous cash transactions? The ease of importing them would probably depend on where these transactions are currently recorded. Sorry to say I don't think there is a way to really go back other than manually creating an invoice for these.

Re: Importing External Sales figures without duplicating sales

pearlskitchen — Wed, 05 Nov 2025 12:36:47 GMT

Thanks a lot for responding. Right now these are in excel / sheets.

I'll play around and see what I can come up with. Thanks again.