Square + NetSuite Integration

The Square-NetSuite integration posts POS transactions to your general ledger automatically -- sales, payments, tips, refunds, and inventory changes. Every Square settlement reconciles to your bank deposits without manual matching, and inventory levels stay in sync across retail locations.

Your POS Data Belongs in Your ERP

Square handles point-of-sale for retail stores, restaurants, and service businesses. The transactions, payments, tips, refunds, and inventory changes that happen in Square need to flow into NetSuite for accounting, inventory management, and financial reporting. Without automation, someone is manually reconciling Square settlements to bank deposits and re-entering sales data into the GL.

At BrokenRubik, we build the Square-to-NetSuite integration that eliminates this manual work. Every Square transaction posts to NetSuite with proper GL coding, inventory updates, and payment reconciliation.

What We Build

Daily Sales Posting: Square transactions roll up into NetSuite cash sales or invoice records. Each transaction includes item detail, quantity, discounts, taxes, and tips. You choose the posting granularity — individual transactions for low-volume locations, or daily summaries for high-volume stores.

Payment Reconciliation: Square processes payments and deposits funds to your bank account. The integration creates customer deposits or payment records in NetSuite that match Square settlement reports. When the bank deposit arrives, the reconciliation is already done.

Inventory Sync: Item quantities in Square reflect NetSuite inventory levels. When a POS sale occurs, inventory adjusts in both systems. When a purchase order receipt increases inventory in NetSuite, Square's available quantities update. For multi-location retailers, each store location maps to a NetSuite inventory location.

Refund Processing: Square refunds create credit memos or return authorizations in NetSuite. The inventory return, revenue reversal, and payment refund all post correctly without manual journal entries.

Item Catalog Sync: New items created in NetSuite push to Square with pricing, descriptions, and images. Item updates (price changes, descriptions) sync on schedule. This keeps your POS catalog aligned with your master item data in NetSuite.

Multi-Location Retail

For businesses with multiple Square locations:

• Location mapping — each Square location maps to a NetSuite subsidiary, department, or location
• Separate GL posting — sales and inventory transactions post to the correct location-specific accounts
• Consolidated reporting — NetSuite aggregates across all locations for company-wide financials
• Location-specific pricing — different pricing rules per Square location sync from NetSuite price levels

Integration Architecture

• Square webhooks push transaction events in real-time
• Scheduled batch sync handles inventory updates and catalog changes
• Square Connect API v2 for transaction detail, catalog, and inventory endpoints
• NetSuite REST/SuiteTalk for posting transactions and updating item records
• Error handling with retry logic and exception reporting for failed transactions

Common Scenarios

Retail + ecommerce: Square handles in-store sales, Shopify or SuiteCommerce handles online. Both channels feed into NetSuite for unified inventory and financial reporting.

Restaurant groups: Multiple restaurant locations on Square. Daily sales summaries post to NetSuite by location, with food cost tracking and tip distribution accounting.

Service businesses: Square appointments and invoicing for field service or professional services. Payments collected via Square post as customer payments in NetSuite against outstanding invoices.

Implementation Approach

1. Transaction mapping — define how Square transaction types map to NetSuite record types
2. GL mapping — configure revenue accounts, payment accounts, tax accounts, and discount accounts
3. Item mapping — align Square item catalog with NetSuite items (or create mapping rules)
4. Location setup — configure location mappings for multi-store deployments
5. Testing — run parallel for one settlement period to verify accuracy
6. Go-live — switch to automated posting with monitoring

Why BrokenRubik

We handle the complexity that generic connectors miss: multi-location GL mapping, tip accounting, gift card liability, partial refund scenarios, and Square's settlement timing (deposits don't always equal daily sales). The result is a clean integration where your accounting team trusts the numbers.

Frequently Asked Questions

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