- Shared transaction/reference ID when available
- Date + amount only as a reviewed compound fallback
- Customer email only for customer-level analysis
Payment reconciliation workflow
Merge Square Transactions with QuickBooks Data
Compare exported Square transactions with QuickBooks data to find matched and unmatched records or add accounting fields to payment data. A real shared transaction reference is the safest key; compound keys should be reviewed carefully.
🔒 Local processing for normal jobsMulti-column matching
Recommended setup
Keep Everything makes reconciliation easier because unmatched rows from both exports remain visible.
Keep the aggressive spacing rule off. Numeric equivalence can help with formatting, but it does not make an ambiguous compound key unique.
How to reconcile the exports
- Export the Square transactions and the QuickBooks data for the same reporting period.
- Add both files and verify the sheets and header rows.
- Prefer a shared transaction/reference ID. Use date + amount only when you understand the collision risk and no better shared key exists.
- Review duplicates and row multiplication before downloading the reconciliation workbook.
Date + amount is not guaranteed unique. Multiple transactions can share the same value, and settlement dates can differ from transaction dates.
Common reconciliation differences
Timezone, settlement and deposit timing can move records to different dates.
Fees, tips, refunds and deposits can change the amount represented in each export.
Two transactions can share the same date and amount, so use a stronger reference whenever possible.
🔒
Normal spreadsheet jobs stay on your device.
MergeStudio processes normal local jobs in the browser; oversized jobs are stopped rather than silently uploaded.
Build a reconciliation workbook
Keep the unmatched records visible and inspect ambiguous matches before exporting.
Open MergeStudio →Product names belong to their owners. MergeStudio is not affiliated with Square or QuickBooks. Export layouts and accounting behavior vary.