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Keep Square access in read-only use for audit and refunds while the new POS becomes your transaction system. Do not delete the Square account or alter the original files until the first complete post-cutover reconciliation is finished.
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What transfers cleanly—and what usually needs separate work
A POS migration has several different data sets. A report export is not the same thing as an order archive, and a customer CSV is not a payment-token transfer. Start by separating the data into domains so you can assign an export method, a transformation step, and an owner for each one.
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Outbyte PC Repair FREEClear out junk files and repair common Windows errorsFree Scan →Outbyte Driver Updater FREEScan for outdated or missing drivers - takes under a minuteDriver Scan →| Data domain | Typical Square source | What the destination may need | Migration risk |
|---|---|---|---|
| Sales totals and deposits | Reports and transaction CSV exports | Historical archive for accounting and reconciliation | Filters, date ranges, time zones, and edited reports can change totals |
| Orders and line items | Transactions or Orders API | Order IDs, itemization, returns, customer references, and timestamps | A summary report may omit line-level detail |
| Items and variants | Items > Item library > Actions > Export Library | SKU, variation, price, tax, modifier, location, and external ID fields | Column names and variant structures differ by POS |
| Inventory | Item library and location records | Quantity by matched location, plus an adjustment history if supported | Location names may not match; quantities can be imported into the wrong site |
| Customers | Customer Directory export | Name, email, phone, addresses, IDs, consent and tags where supported | Destination templates often require exact headings and formatting |
| Refunds, discounts, taxes and fees | Transaction and report exports | Historical evidence and rules for handling pre-cutover returns | Tax and fee fields may not map one-to-one |
| Gift cards and loyalty | Square program records | Balances, numbers, expiration and customer links | Portability is destination-specific and may require manual validation |
| Saved cards | Card-on-file records held by the processor | Processor-to-processor token transfer | PCI requirements and account-owner verification apply |
| Employees and permissions | Team and permission settings | New roles, PINs, locations and approval limits | Permission models rarely match exactly |
Mark every row as exportable, transformable, or destination-specific. This prevents a common mistake: assuming that because a CSV exists, the new POS can recreate the same operational behavior.
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Build a controlled backup before changing Square
Choose a migration owner and a cutover date before exporting. The owner should control the source account, the destination account, the accounting contact, and the payment processor contact. Create a dated folder with separate subfolders for raw exports, working copies, API responses, mapping documents, test-import results, and reconciliation sign-offs.
Preserve the originals
- Use a date range that includes the complete period you may need for tax, chargeback, refund, and management reporting. If you operate in several time zones or locations, record the Dashboard filters and timezone used.
- Download each file directly from Square and do not edit it. Give it a descriptive name such as
square_transactions_2020-01-01_to_2026-10-17_raw.csv. - Make a read-only copy or checksum-controlled archive. Perform cleaning and column changes only in a working copy.
- Record the export date, account and location scope, selected filters, file format, row count, and the person who performed the export.
Square’s report workflow instructs users to click Start export
to download a CSV file and open it with spreadsheet software. Treat that downloaded file as evidence, not as a file to “tidy” before archiving.
Export Square reports and transaction history
Reports for accounting and trend history
Export the broadest useful date range for sales, taxes, discounts, refunds, fees, tenders, and deposits. If the Dashboard offers separate report types, export each one rather than relying on a single total. Keep the report name and filters with the file, because two files covering the same dates can legitimately differ when one is filtered to a location, channel, or payment type.
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In Square Dashboard, open the transaction-search area, set the required date and location filters, and choose Export to download transaction details as CSV. Square’s support guidance describes this as the separate path for transaction data. Transaction rows are useful for matching payments and refunds to deposits, but they may not contain every order-level field needed to recreate a historical order in another POS.
Reconcile the source before importing anything
Use the raw files to calculate control totals: number of transactions, gross sales, discounts, taxes, refunds, processing fees, net sales, and deposits. Compare those totals with Square’s Dashboard summaries and your accounting records. Investigate mismatches before migration; importing inconsistent source data only makes the discrepancy harder to find.
Export items, variants, locations and customers
Item library
In Square, go to Items > Item library > Actions > Export Library. Choose Excel or CSV, and export all items unless you have a documented reason to export a filtered subset. Keep the item ID, variation ID, SKU, price, tax category, modifiers, categories, and location assignments whenever those columns are available.
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Do not overwrite a SKU because the new POS rejects duplicates. Instead, flag the duplicate in the mapping sheet and decide whether the destination should merge, rename, or retain separate variants. Preserve Square IDs in an external-ID column or a separate crosswalk so a future refund or customer-service request can be traced back to the source record.
Inventory by location
Capture the quantity for every location at a defined “as of” time. Freeze stock movements during the final export window or record every movement made after the snapshot. A quantity without a location is not enough for a multi-site business. Include inactive or zero-quantity items if they are needed for historical reporting, but mark them so they do not accidentally become sellable in the new POS.
Customer Directory
Export the customer directory and retain Square customer IDs. Keep email and phone values in their original form in the raw file, then normalize them in a working copy. Record duplicate candidates rather than deleting them: two customers can share a household phone number, and merging records can erase consent or purchase history.
Customer marketing consent, notes, addresses, tags, and custom fields may not have equivalent destination fields. Create a column-by-column disposition: import, transform, archive-only, or manually review.
Use the Orders API when reports are not detailed enough
If you need historical orders with line items, returns, customer references, or other order-level details that are absent from a CSV report, use Square’s Orders API rather than trying to infer them from totals. Square describes the API as able to search a seller’s past sales and returns for itemization data, customer references, and other details from sales made through POS or online.
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Protect API extracts
- Save the unmodified response payloads, not only a spreadsheet conversion.
- Record the request date, location identifiers, date filters, pagination state, and timezone assumptions.
- Keep order IDs, return IDs, payment IDs, and customer IDs in separate columns when normalizing.
- Preserve null values and status fields; a missing value is different from a zero amount.
- Never paste payment-card numbers or authentication secrets into a working spreadsheet.
Use API data as a historical archive unless the destination has a documented order-import endpoint. Many POS products can import a catalog and customers but cannot recreate closed historical orders as native transactions.
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Map Square fields to the destination POS
Obtain the destination POS’s current import templates before editing Square files. Treat the destination headings, allowed values, character limits, and required fields as the source of truth. Create a mapping workbook with one row per source field and columns for destination field, transformation rule, default value, owner, and validation status.
| Square-side value | Destination decision | Validation to perform |
|---|---|---|
| Item and variation name | Map to product and variant names without collapsing distinct sellable units | Check duplicate names and parent-child relationships |
| SKU or variation ID | Use SKU as the operational key; retain Square ID as an external reference | Confirm uniqueness and permitted characters |
| Price | Map to the destination’s price field and currency | Check decimal precision and tax-included versus tax-excluded behavior |
| Tax category | Map to a destination tax rule, or mark for manual setup | Test taxable, tax-exempt, and mixed-tax orders |
| Modifier | Recreate as an option group if supported | Test required, optional, and priced modifiers |
| Location | Match by an exact approved location crosswalk | Reject unmapped locations rather than defaulting silently |
| Customer email and phone | Map to the destination’s customer columns | Validate formatting and duplicate handling |
| External ID | Store the Square customer, item, or order ID | Confirm the destination preserves the value after import |
Example: a location-aware import
Shopify’s documented migration workflow illustrates why location mapping matters. Its Store Migration app can accept Square files, import inventory quantities per Square location, match locations by name, and create a new location when no matching location exists. That behavior must be confirmed for your destination and current app version; never assume another POS handles unmatched locations the same way.
For customer imports, Shopify warns that Square’s export must be reshaped to its customer CSV headings and that its import does not provide automatic data mapping. The practical lesson applies broadly: download the destination template, map every heading explicitly, and retain the mapping workbook as part of your audit record.
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Saved cards are a separate, regulated migration
Do not copy card numbers, security codes, or payment tokens into a normal CSV. Square states that, under PCI rules, it can directly transfer card-on-file data only to another PCI DSS Level 1-compliant payment processor. The account owner must contact Square Support for verification, and Square states that the average export timeframe can be up to two weeks.
Coordinate the processors
- Ask the receiving processor whether it accepts a card-on-file token transfer from Square and which customer identifiers it requires.
- Confirm that the receiving processor is PCI DSS Level 1 compliant and obtain its written transfer procedure.
- Have the Square account owner begin the verification process and allow up to two weeks based on Square’s stated average timeframe.
- Map the receiving processor’s customer IDs to your destination POS customer IDs without exposing card data.
- Test a recurring or card-on-file charge in a controlled account before announcing that saved cards are available.
If the receiving processor cannot accept the transfer, tell customers they may need to enter payment details again. Do not describe a saved-card migration as complete until an authorized payment test succeeds and the processor confirms token status.
Choose a replacement POS using migration questions
Price and interface are not enough. Require written answers from the destination provider on the following points before signing a contract or scheduling cutover.
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- Can it import historical orders, or does it only archive CSV files?
- Which item, variation, modifier, tax, and SKU fields are supported?
- How are quantities imported for multiple locations, and what happens to an unmatched location?
- Can customer IDs, consent fields, loyalty balances, gift cards, notes, and addresses be preserved?
- What is the saved-card transfer path, who is the processor, and who handles PCI responsibilities?
- How are refunds for sales made before cutover processed?
- Are APIs, scheduled exports, and raw audit reports available after cancellation?
- Can the system reproduce gross sales, discounts, taxes, fees, refunds, and net deposits for reconciliation?
There is no universal import guarantee across POS products. Ask for a field-level mapping and cutover plan in writing, including who corrects rejected rows and whether support will perform a test import.
Run a representative test import
Never begin with the entire catalog. Create a small test set that exercises the rules most likely to fail.
- Include a standard sale, a discounted sale, a refund, a tax-exempt item, a product with variants, a product with modifiers, and a customer with multiple addresses.
- Include at least one record from every operating location and sales channel.
- Import into a test or staging account when available. Keep the original Square IDs in the destination records.
- Check rejected rows, silently defaulted values, duplicate customers, price rounding, tax behavior, modifier availability, and location assignment.
- Process a controlled test payment and refund using the destination processor, then verify the receipt, settlement, and reporting entries.
- Document every correction in the mapping workbook and rerun the test until the result is repeatable.
Reconcile before the final cutover
After the test import, compare the destination’s results with Square’s raw exports. Use both counts and monetary totals; matching only one does not prove the migration is correct.
| Check | What to compare | Pass condition |
|---|---|---|
| Catalog | Items, variants, SKUs, prices, tax categories and modifiers | Every intended sellable record is present once and has the correct rule |
| Inventory | Quantity by location at the same snapshot time | Differences are explained by recorded movements or rounding |
| Customers | Record count, IDs, contact fields and duplicate list | No unexplained losses, merges or consent changes |
| Sales | Transaction count and gross sales | Totals agree for the same date, location and timezone scope |
| Adjustments | Refunds, discounts, taxes and fees | Each category ties to the source export or a documented rule change |
| Deposits | Net deposits and settlement dates | Accounting can trace destination settlements separately from Square settlements |
Cut over in controlled stages
Final export and freeze
Choose a low-volume period. Announce a short catalog-edit freeze, complete the final reports and transaction export, capture final inventory quantities, and record any sales or refunds that occur during the freeze. Do not let staff edit prices or item names in both systems at the same time.
Parallel operations when practical
A brief parallel period can expose receipt, tax, printer, network, staff-permission, and refund problems before the old system is disabled. If parallel processing would create duplicate charges or inventory confusion, use a scripted dry run instead and define exactly which system is allowed to accept live payments.
Switch transactions
- Confirm the destination processor, terminals, receipts, taxes, printers and user permissions.
- Post a visible staff notice with the exact go-live time and the rule for handling an order started before that time.
- Take new sales only in the destination POS after go-live.
- Keep Square available for lookup and pre-cutover refunds, but block routine new sales there.
- Save the first destination-day reports and compare them with processor settlements and expected inventory movements.
Handle refunds, disputes and audits after leaving Square
Write a written policy for pre-cutover sales. The policy should state whether refunds are issued in Square, the destination POS, or through a manual accounting process. A refund in the wrong system can create a duplicate return, an unlinked customer record, or a mismatch between payment settlement and sales reporting.
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Keep Square’s raw reports, transaction files, API responses, mapping workbook, test results, support correspondence, and final reconciliation in your normal financial-record retention system. Preserve the original files even if the destination successfully imports a copy. Read access is particularly valuable when a customer disputes an old charge or an auditor asks how a deposit was calculated.
Troubleshoot common migration failures
Totals do not match
First compare date range, location filter, sales channel, timezone, and whether refunds are recorded by sale date or refund date. Then compare gross sales, discounts, taxes, fees, and net deposits separately. Do not “fix” a total by editing the raw export.
Items imported but variants are missing
Check whether the destination requires a parent product row and separate variant rows. Verify that each variant has a unique SKU or external ID, then rerun only the rejected or incomplete rows after correcting the mapping.
Inventory landed at the wrong location
Stop sales of affected items, compare the location crosswalk with the destination’s location names, and correct the mapping before making a bulk adjustment. Keep an adjustment log showing the original imported quantity and the approved correction.
Customers were duplicated
Use a deterministic matching rule based on a preserved Square customer ID where possible. Review shared household emails and phone numbers manually; never merge records solely because one contact field matches.
Saved cards are unavailable
Ask the receiving processor whether the transfer was accepted, whether verification is complete, and whether the destination customer IDs match the submitted crosswalk. If the processor is not eligible for direct transfer, stop attempting spreadsheet workarounds and use a secure customer re-entry process.
Old orders cannot be recreated
Retain the Square archive and Orders API responses as the authoritative history. Configure the new POS to record a reference to the original order ID when handling a post-cutover inquiry or refund, rather than inventing a historical sale in the new ledger.
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Migration checklist
- Assign an owner, cutover date, accounting contact and processor contacts.
- Inventory sales, orders, items, variants, locations, inventory, customers, gift cards, loyalty, refunds, taxes, discounts, fees and permissions.
- Export Square reports and transaction CSVs with documented filters.
- Export the item library and customer directory; preserve IDs.
- Use the Orders API for missing line-item or customer-reference detail.
- Archive raw files and keep all transformations in working copies.
- Obtain destination templates and complete a field-level mapping workbook.
- Arrange saved-card transfer directly between compliant processors.
- Test-import representative records from every location and edge case.
- Reconcile counts, inventory, gross sales, refunds, discounts, taxes, fees and deposits.
- Freeze catalog edits for the final export and choose a low-volume cutover window.
- Switch new transactions to the destination while retaining Square read access.
- Complete the first post-cutover reconciliation before closing or deleting anything.
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