PeachPOS & Square Payments
PeachPOS and Square work together to give your business a simple way to process payments while keeping your sales and payment information connected to Peach Suite Pro.
This guide explains the difference between PeachPOS and Square, how payments move through the system, the available processing modes, and how sales, tax, tips, processing fees, and net received are represented in Peach Suite Pro.
What Is PeachPOS?
PeachPOS is Peach Suite Pro's own point-of-sale and business workflow.
PeachPOS helps your business keep payment activity connected to the rest of your Peach Suite Pro records, including income and sales information.
PeachPOS can use Square as the payment processor while the surrounding business workflow remains inside Peach Suite Pro.
What Is Square?
Square is the payment integration and payment processor connection used by Peach Suite Pro.
Square processes the payment and provides supported transaction information back to Peach Suite Pro.
How Do PeachPOS and Square Work Together?
Think of the relationship this way:
- PeachPOS provides the Peach Suite Pro business workflow.
- Square processes the payment.
- Peach Suite Pro receives and uses supported Square transaction information as part of the business workflow.
This allows your business to use Square for payment processing without requiring your appointment, income, and business workflow to live entirely inside Square.
PeachPOS Is Not the Same as Square
These systems work together, but they have different purposes.
| PeachPOS | Square |
|---|---|
| Peach Suite Pro's point-of-sale and business workflow | Payment processing and Square transaction information |
| Keeps payment activity connected to PSP business records | Processes the customer payment |
| Part of Peach Suite Pro | External payment platform connected to PSP |
Two Square Processing Modes
Peach Suite Pro supports different ways a business can use Square payment information.
Your business configuration determines which processing mode is used.
Appointment-Service Processing
Appointment-Service Processing is designed for businesses where Square payments are closely connected to individual appointments and services.
This mode works especially well when you want the payment to be brought into the appointment close-out process.
A typical workflow is:
- Complete the client's service.
- Select Finish Session.
- Continue to Add Income.
- Select Retrieve Square Data.
- Review the Square payment information.
- Continue to Session Notes.
This keeps the appointment and payment close-out process together instead of creating a completely separate payment workflow.
PeachPOS Daily Sales Processing
PeachPOS Daily Sales Processing is intended for businesses that primarily need Square transaction activity summarized as business sales rather than tied directly to individual appointments.
This can be useful for businesses such as retail operations, events, food businesses, or other environments where sales may not correspond to an appointment.
In this mode, Square transaction information can be reviewed as sales activity in PeachPOS.
Which Processing Mode Should I Use?
Choose the processing mode that best matches how your business actually takes payments.
Use Appointment-Service Processing when:
- Payments are normally associated with individual appointments.
- Services are the primary reason customers are paying.
- You want to retrieve the Square payment during appointment close-out.
Use PeachPOS Daily Sales Processing when:
- You primarily need sales totals rather than appointment-level payment matching.
- Customers may make purchases without appointments.
- Your business operates more like a retail, event, or daily sales environment.
What Happens When a Customer Pays With Square?
Square processes the customer's payment.
Peach Suite Pro can then use the supported transaction information as part of its business workflow.
Depending on your configuration, that may mean:
- Retrieving payment information during appointment close-out.
- Showing the payment in PeachPOS sales activity.
- Using the payment in Square reconciliation.
Understanding Sales, Tax, Tips, Fees, and Net Received
Square payment information may contain several separate amounts. Understanding what each amount means makes the payment easier to review.
Sales The sales amount associated with the transaction. Tax Applicable sales tax associated with the transaction. Tip Tip amount associated with the payment. Processing Fee The applicable payment processing fee associated with the Square transaction. Net Received The amount remaining after applicable processing fees.Why Is Net Received Different From Sales?
Sales and Net Received represent different amounts.
Sales represents the sale amount associated with the transaction. Net received reflects the amount remaining after applicable processing fees.
Tip: When reviewing a Square transaction, look at the individual components instead of comparing only the sales total with the net received amount.What Is the Square Payment ID?
The Square Payment ID is the identifier associated with the Square payment.
It can be useful when reviewing a payment, troubleshooting a transaction, or reconciling a payment that needs attention.
Why Does the Square Payment Time Differ From the Appointment Time?
An appointment time and a payment transaction time describe two different events.
Peach Suite Pro may display the Square-created time associated with the transaction. That time can therefore differ from the scheduled appointment time.
Current Appointment With Square Payment
When Square was used for a current appointment, use the normal unified close-out workflow.
- Finish Session
- Add Income
- Retrieve Square Data
- Review the returned Square transaction
- Continue to Session Notes
This workflow keeps the payment and appointment close-out connected.
What If Square Was Not Used?
You can still complete the appointment close-out process when the customer paid another way, such as cash.
In that case, enter the applicable income information through the normal manual income workflow.
Do not create a Square payment for a transaction that was not actually processed through Square.
What If a Square Payment Does Not Match the Appointment?
Do not immediately create another income record.
Use Reconcile Square Payments to review the payment and determine what it belongs to.
Depending on the situation, Peach Suite Pro may provide options such as:
- Review in Add Income
- Review Existing Income
- Resolve Items
- Review Payment
- Identify Client
What If I See a Square Payment but Cannot Find the Client?
Use Identify Client within the reconciliation process.
Review the available payment information carefully before associating the payment with a client.
Do not guess. If you cannot confidently identify the correct client, leave the payment unresolved and follow the appropriate support process.What If the Payment May Already Have an Income Record?
Use Review Existing Income before creating anything new.
Compare the Square payment with the existing income record and complete the appropriate reconciliation action.
How Do Square Payments Appear in PeachPOS Daily Sales?
When your business uses the applicable daily-sales processing workflow, Square payment activity can be reviewed in PeachPOS as sales information.
Depending on the information available from Square, the display may include:
- Sales
- Tax
- Tip
- Processing Fee
- Net Received
- Square Payment ID
- Square-created time
How Does Inventory Relate to Square Payments?
A payment and an inventory movement are related business events, but they are not the same record.
A Square payment records the transaction. Inventory synchronization handles supported product and inventory information according to the applicable synchronization rules.
What If Square Is Temporarily Unavailable?
A temporary Square problem does not automatically mean that your Peach Suite Pro business records are damaged.
Check the Square connection and Sync Activity before taking additional action.
What If the Payment Information Looks Wrong?
Review the individual transaction components:
- Sales
- Tax
- Tip
- Processing Fee
- Net Received
Also compare the Square transaction information with the related appointment or income record.
If the payment still appears inconsistent, use Reconcile Square Payments or contact support.
How Does Square Reconciliation Fit Into PeachPOS?
Reconciliation is a supporting workflow for situations where a payment cannot be confidently completed through the normal appointment or sales process.
It helps Peach Suite Pro determine what the Square payment belongs to without unnecessarily creating another income record.
What Should I Do If I Am Unsure?
When you are unsure what happened, stop before entering or processing another payment.
- Check the Square connection.
- Check Sync Activity.
- Review the payment information.
- Review the related appointment or income record.
- Use Reconcile Square Payments when the payment needs additional review.
Coach Peach and Square Payments
Coach Peach can help bring important Square synchronization or payment issues to your attention.
Depending on the situation, Coach Peach may suggest actions such as Retry Now or View Details / Sync Activity.
Coach Peach helps explain and prioritize problems. The actual payment processing and synchronization information comes from the underlying Square and Peach Suite Pro systems.
Common Mistakes to Avoid
- Do not create a fake Square payment for a cash transaction.
- Do not create a second income record before checking whether one already exists.
- Do not repeatedly start synchronization because you are unsure whether the first run completed.
- Do not guess which client a payment belongs to.
- Do not assume that a single payment problem means the entire Square connection is broken.
Quick Reference
| What You Need | Where to Start |
|---|---|
| Manage Square connection | Square Control Center |
| Review Square synchronization | Sync Activity |
| Complete a current appointment paid with Square | Finish Session → Add Income → Retrieve Square Data |
| Review an unmatched payment | Reconcile Square Payments |
| Identify a client | Identify Client |
| Review an existing income record | Review Existing Income |
| Review sales totals | PeachPOS Daily Sales |