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Import data from Square

UpSheets can import data directly from Square into Xero Payroll.
UpSheets does not import or create employees from Square. Each person in the Square time data must already exist in Xero Payroll. During validation, UpSheets matches the Square team member name (given and family name) to one Xero employee by full name. If the name does not match exactly one employee, use employee-specific mapping or see Multiple Active Employees.

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Enable the Square integration

Before importing your Square data and uploading it to Xero, enable the Square integration.

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Importing

Once the integration is enabled, the Import screen shows a Square data source. When you select it, your Location and From / To dates are shown.
Square date selection with Location and date range

Square date selection

1

Select date range

Select the From and To dates from which you wish to import data. All time data in Square will be imported for this range (including all data on the From and To dates).
2

Select transaction types

Select the transaction types and any other import options (or accept the defaults). Click Import Data to proceed.
You can import the data as Timesheets, Leave or Payslips. If you use start/end times in Square, these can be used with Smart Formulas.
3

Map columns

Imported columns follow the Square definition – select the columns that map to name, type, hours, date, description, and so on. See Validate options for field details. Click Validate to continue.
4

Validate

UpSheets validates your data.
5

Upload

Click Upload to send your data to Xero Payroll.

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Breaks from Square

Square timecards can include paid and unpaid breaks. How UpSheets handles them depends on your import options. For most teams (including cafes using Square meal breaks), you can ignore break lines in Xero: UpSheets imports one hours row per timecard and subtracts each unpaid break recorded in Square from those hours. Shorter or longer breaks than scheduled are handled automatically. No separate break lines are created, and you do not need a break pay item in Xero.
Do not also use Automatic Break Deduction (Settings > Auto Break Deduction) on the same import. Square unpaid break time is already excluded from the imported hours, so an automatic deduction would remove break time twice.
If an employee forgot to clock a break in Square, edit that shift on the validation grid after import and before upload. See Editing Imported Data.

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Break lines in Xero or Smart Formulas

Turn on Enable Start/End Times, or choose Use Smart Formulas (start/end times are required for Smart Formulas), and UpSheets adds separate rows with type Unpaid Break or Paid Break for each Square break, as well as regular shift rows with clock-in and clock-out times.
  • Break lines need a matching pay item in Xero if you want them uploaded.
  • Smart Formulas are for overtime and complex shift rules, not for breaks alone. If you use them, enter Unpaid Break (and any paid break labels you use) in Break Types on the Smart Formula settings screen. See Breaks.
Most customers do not need break lines in Xero, because break times stay in Square and unpaid breaks are already removed from hours when you use the default approach above.