--- title: "Square POS Integration" slug: "square-pos-integration" description: "R365 and Square POS integration: connection requirements, data flow, and configuration details." status: "update" updated: 2026-10-22T18:51:32Z published: 2026-10-22T18:51:32Z canonical: "docs.restaurant365.com/square-pos-integration" --- > ## Documentation Index > Fetch the complete documentation index at: https://docs.restaurant365.com/llms.txt > Use this file to discover all available pages before exploring further. # Square POS Integration Restaurant365 integrates with Square POS, enabling seamless data flow between a location's POS and the R365 platform. This allows daily sales, labor, and payment information to automatically drive reporting and accounting processes in R365. Learn more about [POS integrations](/doc/docs/pos-integration-overview). ## Data Transfer from Square to R365 R365 connects directly to Square POS's cloud service through an API. Once authorized, data flows automatically into R365. Learn more about [connecting](/doc/docs/vendor-pos-integration-3#connect-a-square-pos-to-r365) Square below. The POS system is the source of record for all daily sales and labor activity. R365 reports on, *but does not alter*, the information recorded in the POS. The daily polling cycle imports Square data from the previous business day and creates corresponding records in R365 for financial and operational reporting, including the [Daily Sales Summary (DSS)](/doc/docs/daily-sales-summary). ### Sales Data When sales data is imported, R365 creates detailed records based on the information received from the POS. Learn more about [**POS Sales integrations**](/doc/docs/pos-sales-integrations). *Click to expand for additional information.* ****Sales ticket** records generated from Square data include:** - Receipt number - Date - Server - Service type - Menu items - Tax - Charge tips - Payments - Discounts - Credit card fees - Voids Learn about [alternative polling configurations](/doc/docs/vendor-pos-integration-3#customization) which change the way sales data is imported below. **Menu item **modifiers** are not imported on sales tickets by default.** The **Concatented Menu Item Modifiers** and **Create Menu Items with Concatenated Modifiers** [alternative polling configurations](/doc/docs/vendor-pos-integration-3#customization) allow modifiers to import as shown below: | Square ticket | Default R365 ticket | Alternate polling ticket | | --- | --- | --- | | ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-XX7P0OBI.png?sv=2026-02-06&spr=https&st=2026-10-31T04%3A46%3A56Z&se=2026-10-31T05%3A46%3A56Z&sr=c&sp=r&sig=MTkp0Z8FBhXKWTEFMFrsZhB%2BrCmiPEPcVya7QXAGTgE%3D) | ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-I0CFWQA0.png?sv=2026-02-06&spr=https&st=2026-10-31T04%3A46%3A56Z&se=2026-10-31T05%3A46%3A56Z&sr=c&sp=r&sig=MTkp0Z8FBhXKWTEFMFrsZhB%2BrCmiPEPcVya7QXAGTgE%3D) | ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-X0UKNQIH.png?sv=2026-02-06&spr=https&st=2026-10-31T04%3A46%3A56Z&se=2026-10-31T05%3A46%3A56Z&sr=c&sp=r&sig=MTkp0Z8FBhXKWTEFMFrsZhB%2BrCmiPEPcVya7QXAGTgE%3D) | - **Paid outs** and **paid ins** are imported to R365. - **Deposits** entered in the POS are not imported to R365. ### Labor Data When labor data is imported, R365 creates employee-related records derived from POS data. Learn more about [**Labor integrations**](/doc/docs/labor-integrations). *Click to expand for additional information.* ****POS employee** **records** are created in the next polling cycle after an employee is added to the POS whether or not they have clocked in.** If a new Square employee needs to be imported immediately, repoll the latest DSS. ****Employee records** created from Square include:** - Email address - Hire date (created at date in Square) ****Job records** created from Square include:** - Pay rate (from time card wage) ****Labor details** created from Square time punches are polled with a **14 day labor lookback** window to capture updates made in the POS after the initial import.** This means that changes made in Square to labor data from the last 14 days will automatically import with the next regular polling cycle, or by repolling a DSS within the lookback period for a date after the adjusted business day. For example, if a shift from Monday is edited in Square on Tuesday, the shift in R365 will automatically update on Wednesday when the DSS imports, or by repolling the Monday DSS. ****Declared cash tips** are imported to R365.** R365 does not import **undeclared cash tips**. ### Repolling Data When changes are made within the POS to correct missing or inaccurate data, the DSS must be repolled to transfer the updated data to R365. Locations that have a **Sync** button on the Locations tab of the [Integrations Dashboard](/doc/docs/integrations-dashboard-locations-tab) can be repolled from that tab. An approved DSS must be unapproved first. Learn more about [re-syncing POS data from the Dashboard](/doc/docs/re-sync-pos-data-from-the-dashboard). For other locations, if the affected DSS is less than 30 days old, the fastest way to trigger a repoll is to delete the DSS record from the Daily Sales Summary (Classic) page. R365 regularly checks for missing DSS dates, and a deleted DSS will automatically repoll with the most current POS data within about 30 minutes.. For DSS older than 30 days, please [contact R365 Support](https://help.restaurant365.net/en/support/home#contact) to assist with repolling the data. --- ## Customization ### Square POS Integration Configurations R365 Support uses the default polling configuration when setting up a new location. If other Square integrations exist in the system, R365 will use the same configuration in use at the existing locations. *Click to expand for additional information and images.* **The **default** Square configuration includes the following settings:** | Name | Description | | --- | --- | | Use order close time | Imports sales tickets assigned to close date rather than open date. | | Import fulfilled invoices | Imports sales detail data for invoices on the pickup date. | | Exclude canceled orders | Canceled orders are not imported. | | Import payments | Uses 'Total Money' as payment if there are no tenders present. | **The following **alternative** polling configurations are available for **all** POS:** | Name | Description | | --- | --- | | Specify business day start time | Imports data from a specific time forward for the previous business day. | | Trim service type name | Removes double spaces from service type category names. | | Split sales detail | Splits a sales detail into two entries: the original and a new one with a specified name and optional category. | | Use revenue centers | Specifies a list of Revenue Center names to import. For hospitality locations such as hotels and casinos that manage separate facility areas as distinct locations. | | Menu item category override | Maps menu items to a specified category, overriding the POS category mapping. | | Disable deposits import | Disables deposits polling. | | Number of lookback days | Sets the number of days to look back when matching deposits by creation date to the import date. | | Custom payroll ID field | Substitutes a custom field into the Payroll ID polling. | | VSD for actual enabled | Splits shifts that span the start-of-day time and assigns them to their respective dates. | | Allow 24 hour punches | Allows 24-hour shifts to bypass the import filter so the Labor Rules Engine can process them, and enables managers to correct punches for shifts with no clock-out recorded. | | Observes daylight savings time | By default, locations are assumed to observe Daylight Saving Time. Set to `false` for locations that do not observe it, such as those in Arizona. | | Offset time zone | Adds a time zone offset to correct for an inaccurate time zone on the location record. | | Use consolidate API | Sends sales and labor data through two consolidated API endpoints as zipped and encrypted files. | **The following **alternative** polling configurations are available for Square POS:** | Name | Description | | --- | --- | | Separate sales accounts by service type | Prepends the service type ( order.source in Square) to the R365 Sales Account name. | | Fulfillment type as service type | Maps the service type on sales records from the Square order's fulfillment type (for example, SIMPLE, PICKUP, DELIVERY, or SHIPMENT). Takes precedence over Order source as service type when both are enabled. | | Exclude open orders | Excludes Square orders where the order state is open. | | Exclude unfulfilled orders | Excludes orders with null or empty fulfillment values. | | Import service charge only orders | Imports orders that contain only a service charge and no menu items, so the check's payment posts to R365. | | Category concatenation | Concatenates the line item and menu item values. | | Concatenation separator | Adds hyphens as separators between concatenated values. | | Reverse concatenation | Reverses the order of concatenated item values. | | Use variation price instead of gross total | Uses the variation price instead of the gross total. | | Concatenated menu item modifiers | Allows the import of concatenated menu item modifiers. | | Create menu items with concatenated modifiers | Creates Square menu items with modifiers included in the item name. | | Substitute payment type with payment note | Substitutes the payment type with check.payment_note instead of Other. | | Card surcharge as sales item | Routes card surcharge service charges as positive sales detail items instead of negative service fee payment entries. | | Import Square loan fee | Imports paid-out `SQUARE_CAPITAL_PAYMENT` fees. | | Include future orders | In combination with "Use order close time," attributes fulfilled orders to their creation date when enabled, or to their close date when disabled. | | Skip all future outstanding orders | Skips importing orders whose payments are all dated beyond the current business day, avoiding duplicate entries once the payment data is polled on its correct date. | | Use ID as payroll ID | Uses the team member reference ID instead of the POS ID as the payroll ID. | | Use employee number as payroll ID | Imports payroll IDs from the employee number field in Square employee data. | | Full team member ID | Uses the full Square team member ID as the POS employee ID instead of the last three characters, preventing case-insensitive ID collisions between employees. | | Exclude canceled orders via refund | Excludes orders, and their refund entries, whose Square refund reason is "Canceled Order". | ### Add On Integrations The Square POS integration supports the following add on integrations: - **[Intraday Polling](/doc/docs/intraday-polling)** Intraday Polling is an add-on feature that collects current sales and labor data from compatible POS systems every 15, 30, or 60 minutes, depending on the POS system's capabilities, allowing the [Operations Dashboard](https://docs.restaurant365.com/doc/docs/smart-ops-release-operations-dashboard) and [R365 Intelligence Dashboards](https://docs.restaurant365.com/doc/docs/r365-intelligence-creating-a-dashboard) to display real-time performance alongside forecasted values > [!NOTE] > Data imported through Intraday Polling does not produce a DSS, or update other reports that pull data from the DSS. The DSS will continue to be created as scheduled with the previous day's complete data to populate these reports. - **[Schedule Writeback](/doc/docs/scheduling-schedule-writeback)** Schedule Writeback sends schedules that are created in R365 to the POS when published, providing a time frame for employees to clock in for their Scheduled start time. This allows locations to use the schedule enforcement features in their POS system to prevent employees from clocking in early. > [!NOTE] > - The scheduling feature in Square must be enabled to use R365 Schedule Writeback. Contact your POS representative to confirm scheduling is enabled. > - Schedule enforcement settings are managed in Square. - **[Menu Item Modifier Management](/doc/docs/pos-menu-item-modifier-management) *(beta)*** The POS Menu Item Modifier Management POS integration configuration allows for menu items to be created in R365 based on the combination of parent menu items and their associated modifiers. > [!NOTE] > **In Beta** > > Menu Item Modifier Management is currently in beta and is only available for select POS systems and customers. It is not fully supported across all environments. Contact your CSM for more information. --- ## Connect a Square POS to R365 Follow the instructions to [connect a cloud POS](/doc/docs/connect-a-cloud-pos). - The Square POS integration does not require API credentials (step 4). - R365 Support will provide detailed instructions to authorize the integration for each requested location (step 6).