How to Manage House Account Transactions in Square Without Creating Duplicates in QuickBooks Online

[KevinG3]

I use Square as a POS, and use "house accounts" for some of our regular customers. When I process a house account transaction, it immediately syncs through to QBO as a sales receipt. Later, I send a Square invoice to the customer - but no record of that invoice syncs through to QBO. I could manually duplicate the invoice, but then I would end up double counting the sales receipt and the invoice for the same transaction within QBO. Is there some way to eliminate the immediate creation of the sales receipt synced to QBO and replace it with an invoice (or at least, just eliminate the sales receipt sync so I could duplicate the invoice on my own without it double counting)? 

[Laurie_]

Hi @KevinG3,!

I’m assuming by “house accounts” you’re referring to a setup where you offer customers a line of credit or a running tab, allowing them to make purchases now and settle the balance later in bulk.

To get a clearer understanding, could you walk me through how you're currently processing these house account transactions? Are they being processed through the Square POS app via checkout?

It’s worth noting that we can’t adjust how sales data automatically syncs to third-party platforms like QuickBooks Online (QBO) - that’s something best addressed by their support team. That said, to help avoid duplicate records on the Square side, I’d recommend creating a Square Invoice for each house account transaction from the outset.

Invoices can be paid in multiple ways, including through your POS, so they don’t necessarily have to be settled online by the customer. Once an invoice is marked as paid, the transaction should sync to QBO as a single, consolidated record, helping reduce duplication.

Of course, I may not have the full picture of your workflow, so if there are any other details you can share to clarify how you're managing these transactions, feel free to include them. Otherwise, I’d definitely suggest touching base with QBO’s team for tailored advice on how best to align Square payments with your accounting setup.

[KevinG3]

Hi Laurie, thank you for the response. I create "House Accounts" via the Square app, and they then show up as a payment option at POS, so I charge transactions to the House Accounts in real time. Then periodically (usually every two weeks), I click "Collect Payment" from the House Account to generate an issue an invoice. Then, the customer pays the invoice via check, credit card or ACH, and the transaction is recorded in Square. 

Note that I had the next piece a little bit wrong in my first post: nothing syncs to Quickbooks until the invoice is PAID. At this point, a "sales receipt" is generated, dated to the date the invoice was SENT: meaning it shows up as a transaction that might appear to be days or weeks old. 

The issue is the fact that it shows up as a sales receipt, as opposed to an invoice - making it impossible to sync through accounts receivable balances, or to easily match check deposits with invoice payments. 

[Laurie_ · Accepted solution]

I'm with you, @KevinG3 — that would definitely make tracking your sales more challenging! Unfortunately, I don't think there is much I can offer in terms of a workaround or troubleshooting steps here, as it sounds like the integration is syncing the payment data from Square as expected.

From my understanding of how this integration works, QuickBooks Online syncs data from Square for every payment, and creates a new Sales Receipt in QuickBooks for that payment.

As for how those payments are categorized or displayed within QuickBooks (e.g. as Sales Receipts vs. Invoices), that part is controlled on the QuickBooks side. Square’s scope of support is limited to the initial setup of the integration.

For more detailed guidance on how these payments are handled or displayed in QuickBooks, I’d recommend reaching out directly to their support team. If QuickBooks support suggests making any changes on the Square side and you need help with that, feel free to let us know!