Sell it on Square. See it in Xero, per store, matched to the bank.

Square's built-in Xero sync posts a daily summary. One line, one location, fees lumped in. If you run two stores, take bookings, or ever process a refund, the bookkeeper is unpicking it by hand. We connect Square and Xero at the level your accountant actually needs.

Start with a free audit. Give us your website and we map the tools you run and where the same details get typed twice, before we speak.

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The call takes thirty minutes. You keep the map whether or not you hire us.

Square to XeroOne connection, every run logged
  1. Square Sales posted the way the books need themSplit by category, GST per item, fees on the fee account. In
  2. Xero One store, or six, reported separatelyPosted per location with tracking categories. Synced
  3. Xero Refunds and disputes handled correctlyA credit note against the right day. Disputes flagged. Synced
  4. Xero Bookings and stock, if you use themAppointments to your calendar, stock levels to reordering. Synced
Connection healthMonitored

Every run is logged, so your bookkeeper can check what moved and when.

An example of a connection we build

An example. We map your own systems in the free audit.

Trusted by businesses across Albury Wodonga and regional Australia

Pandora Frontline Trays & Trailers Chargeroo Angie Ioannou Commercial Real Estate Cycle Station TWJ Trades The Landscapers Rest DWA Ignition ASV Shiny Side Up Albury Florist Centre Lighting Bonanza Footsteps Podiatry Clean Energy Solutions
What it replaces 63%

Of Australian small businesses spend part of every week on payments admin. Reconciling Square is a good chunk of it for retail and hospitality.

After we connect them Per store

Sales, fees, surcharges, tips and refunds posted to Xero as separate lines, per location, matched to the Square payout in the bank feed.

Runs Nightly

Yesterday's trade is in Xero before the first coffee.

Lock-in 0

Runs in your Square and Xero accounts. You own the connection and the documentation.

Also connects

Square Appointments and Square for Retail stock. Lightspeed and Kounta if you run those. Tyro if you are moving.

Cycle Station runs on this shape of build across multiple stores.

01

What moves

Sales posted the way the books need them

Each day's Square sales become a Xero invoice or journal with sales split by category, GST handled per item, surcharges and tips on their own lines, and Square's fees posted to the fee account. The payout that lands in the bank then matches to the cent.

  • Category to account code mapping you control
  • GST-free items handled, not averaged
  • Payout matched to the bank feed automatically
Diagram: two systems syncing both ways
Diagram: a working week with the recovered hours marked
02

What moves

One store, or six, reported separately

Multi-location businesses need per-store numbers, and the built-in sync gives them one. We post per location with tracking categories, so the owner sees each store's day without a spreadsheet.

  • Xero tracking categories per store
  • Consolidated and per-store views in Xero reporting
  • New locations added without a rebuild
03

What moves

Refunds and disputes handled correctly

A refund is not negative sales in the wrong period. It is a credit note against the right day, with the fee treatment Square actually applied. Disputes are flagged for a human rather than guessed.

  • Credit notes, not negative invoices
  • Partial refunds split correctly
  • Disputes listed for review
Diagram: records kept in step across systems
Diagram: a working week with the recovered hours marked
04

What moves

Bookings and stock, if you use them

Square Appointments bookings can flow to your calendar and CRM. Square for Retail stock levels can feed reordering or your website. Both are optional additions to the same connection.

  • Bookings synced to Google Calendar or your CRM
  • Low-stock alerts to whoever orders
  • Website stock levels updated from Square

Before you pay

Read this part first.

Some of what is on this page you can get without us. The rest is where the money goes. Both are written down here so you can decide before the call.

What Square already does

Square's own Xero integration is free, and for a single-location cafe with no bookings and few refunds it is probably fine. Use it. This build is for businesses with more than one location, a bookkeeper who is reworking the daily summary every week, or bookings and stock that need to go somewhere else too.

What we will not do

Post every individual transaction into Xero. Ten thousand tiny invoices a month makes Xero slow and your accountant unhappy. Daily, per location, per category, with the detail held in a log you can search.

How it works

What we actually do, in the order we do it.

Every step below is work you can verify. Ask any provider to show you the same list for what they are doing.

1. Map the till to the ledger

Which Square categories go to which Xero accounts. How surcharges, tips and fees are treated. What the owner wants to see per store. An hour with the bookkeeper is usually enough.

2. Pick a clean start date

Most businesses have months of daily summaries the bookkeeper has already adjusted by hand. We start the connection from a clean date and leave the past alone.

3. Build it, then try to break it

A refund across two days. A payout that skips a public holiday. A new product with no category. Each has a defined outcome before launch, never a silent skip.

4. Monitor it

Every nightly post is logged against the payout it matched. If a run fails, we are alerted, and it is usually fixed before the bookkeeper opens Xero.

What clients say.

5.0 6 Google reviews, all five stars Read them all
Absolutely brilliant! Lee is extremely knowledgeable, not just in making websites, but also in business strategy and he has really helped me with both my website and to improve my business in general. Fantastic results! Anyone who is looking to take their business to the next level or just have it be more professional should definitely talk to Lee!
DMDigby MarschallGoogle review
Automatrix made it so easy for me to develop what I required for my business. Their professionalism and knowledge is outstanding. Go with them. Best decision you could do for your business.
MTMat ThomasGoogle review
Lee has helped me heaps with improving my business, 10/10 recommend, easy to talk to and very knowledgeable.
PTPeter TravGoogle review
We recently used Automatrix to re-build our website. The new site is great with a simple admin panel that has everything we need when updating our site. The SEO/AEO is really performing as well. The guys are always Helpful when we need them and are always on the front foot with updates etc.
SCSean CalleyGoogle review
Not getting your website AI ready is going to be the same as forgetting to renew your Yellow Pages spot back in the 80s. One month after launching we can already see a big improvement in traffic and enquiries through search.
NMNicolas MazzellaGoogle review
Absolute gun at making websites. Lee helped me the whole way to complete the exact website I wanted and further in every way he could. Legit can’t even write how much I appreciate this guy. A+
JSJames SmeatonGoogle review

Questions about Square to Xero.

We already use Square's free Xero sync. Why pay?

If it gives your bookkeeper what they need, do not. The people who pay for this are the ones whose bookkeeper spends an hour a week reworking the summary, or who need per-store numbers the free sync cannot give.

Does it work with Lightspeed or Tyro instead?

Yes. Lightspeed, Kounta and Tyro all provide settlement and sales data through an API. The Xero side does not change.

What about cash sales?

Recorded in Square as cash, they post to Xero as cash sales against the till account. Cash banked is then reconciled the normal way.

Can it handle GST-free items?

Yes. GST is handled per item from Square's tax settings, not averaged across the day.

How long does it take?

Two to three weeks for most. Multi-store setups with bookings and stock run to four.

Related

Other integrations we build often.

ShopifyXero

Shopify to Xero

Orders, gateway payouts, refunds and GST posted so each Shopify Payments, PayPal and Afterpay deposit matches the bank. Wholesale and stock optional.

Manufacturing and industrialSee how it works → ClinikoXero

Cliniko to Xero

Terminal takings matched to Cliniko invoices, practitioner splits calculated, unpaid invoices chased. The Friday spreadsheet goes away.

Healthcare and allied healthSee how it works → WebsiteServiceM8

Website to ServiceM8

The enquiry form creates the job, matches the customer and texts them back inside a minute. Quote follow-up and review requests optional.

Trades and constructionSee how it works →

All nine are listed at integrations, and the general approach is on the systems integration page. Built for retail and hospitality among others.

The other half

Connecting your tools does not bring you new customers.

This gives you hours back. It does not make the phone ring. If enquiries are the actual problem, the work is on the other side of the business: see SEO and web design. On the call we will tell you which half is costing you more.

Get your free integration audit.

We look at the tools you run and where the same details get typed twice, then go through it with you on a 30 minute call. You get a map of what should move, which join to build first, and a fixed price.

What happens next

  1. Tell us about the business. Two minutes, here, with your website if you have one.
  2. We do the homework. Before we speak we look at your site, your search results and the systems behind them.
  3. A 30 minute call. The findings in plain words, what to fix first, and a fixed price if you want us to do it.
Lee Sheedy, Founder and Director at Automatrix

Lee SheedyFounder and Director, Automatrix

5.0 on Google

Step 1 of 4

Start with your website

We look at it before the call, so we already know what you run.

You approve the scope and the price before we build. The connection runs in your accounts. Prefer to talk first? Book a 30 minute call.