Square — Reconcile Square Payments

Use Reconcile Square Payments when a Square payment needs to be matched, reviewed, identified, or resolved in Peach Suite Pro.

Most appointment payments should flow through the normal appointment close-out process. Reconciliation is there for situations that need additional review, including historical payments, unmatched payments, or payments that may already have an income record.

What Does Reconciliation Mean?

Reconciliation means connecting a Square payment with the correct Peach Suite Pro business record.

The goal is to make sure the payment is associated with the right appointment, client, or income record without creating duplicate records.

When Should I Use Reconcile Square Payments?

Use the reconciliation workbench when a payment needs attention outside the normal appointment close-out process.

Examples include:

• A Square payment cannot be matched automatically.
• A historical Square payment needs to be connected to a Peach Suite Pro record.
• A payment may already have an income record.
• Peach Suite Pro cannot confidently identify the client.
• A payment needs additional review before it can be finalized.

Where Do I Find Reconcile Square Payments?

You can access the centralized reconciliation workbench from the Square or Income areas of Peach Suite Pro.

Use:

Menu → Square → Reconcile Square Payments

The same centralized reconciliation workflow can also be reached from the applicable Income workflow.

Before You Reconcile a Payment

1. Make sure you are working in the correct business.
2. Review the Square payment information carefully.
3. Check whether the payment may already be connected to an existing Peach Suite Pro income record.
4. Avoid creating a new income record until you know what already exists.

Important: If you are unsure whether a payment has already been processed, stop and review the existing records before creating anything new.

Understanding the Reconciliation Options

Depending on the payment and the information available, Peach Suite Pro may provide different resolution paths.

Review in Add Income

Use this path when the payment belongs with an income close-out workflow and needs to be reviewed there.

Review Existing Income

Use this path when Peach Suite Pro has identified an existing income record that may correspond to the Square payment.

Resolve Items

Use this path when the payment requires additional resolution before it can be completed.

Review Payment

Use this path when you need to inspect the Square payment details before deciding how it should be handled.

Identify Client

Use this path when Peach Suite Pro cannot confidently determine which client the payment belongs to.

How to Reconcile a Square Payment

Step 1 — Find the Payment

Open Reconcile Square Payments and locate the payment that needs attention.

Step 2 — Review the Payment Information

Review the available Square information before selecting a resolution.

Depending on the payment, information may include:

• Square Payment ID
• Payment date and time
• Sales amount
• Tax
• Tip
• Processing fee
• Net received

Step 3 — Determine What the Payment Belongs To

Determine whether the payment should be associated with:

• An appointment
• An existing income record
• A specific client
• Another supported business record

Step 4 — Choose the Appropriate Resolution

Select the reconciliation option that matches the situation.

Do not choose an option simply because it is available. Review the payment and existing business records first.

Step 5 — Review Before Completing Reconciliation

Before finalizing the reconciliation, verify that the payment is being connected to the correct business record.

Tip: Take a moment to confirm the client, appointment, amount, and existing income information before completing the reconciliation.

What If the Payment Belongs to an Appointment?

When the Square payment belongs to a specific appointment, use the applicable appointment/income workflow to connect the payment to that visit.

For a normal current appointment, the preferred process is still:

1. Finish Session
2. Add Income
3. Retrieve Square Data
4. Review the payment
5. Continue to Session Notes

Use the reconciliation workbench when the payment needs additional cleanup or cannot be completed through the normal close-out flow.

What If the Payment Is Historical?

Historical payments can be reviewed through the centralized reconciliation process.

1. Find the historical Square payment.
2. Review its payment details.
3. Determine the appropriate appointment, client, or income record.
4. Use the applicable reconciliation option.
5. Review the final result before completing the process.

What If I Cannot Identify the Client?

Use Identify Client when Peach Suite Pro cannot confidently determine which client should be associated with the payment.

Review the information available from the payment and your business records before selecting the client.

Important: Do not guess. If you cannot confidently identify the correct client, leave the payment unresolved and follow the appropriate support process.

What If an Existing Income Record May Match?

Use Review Existing Income when Peach Suite Pro identifies an income record that may correspond to the Square payment.

Compare the existing income information with the Square payment before completing the reconciliation.

Do not create a second income record simply because the payment appears unmatched at first.

What If the Payment Needs More Review?

Use Review Payment when you need to inspect the Square transaction before deciding how it should be reconciled.

What If Several Items Need Attention?

Use Resolve Items when the reconciliation process identifies items that require additional review or correction.

Work through the items carefully rather than trying to bypass the resolution process by creating new records.

How Do I Know the Reconciliation Was Successful?

Review the payment and related Peach Suite Pro record after the reconciliation is completed.

The payment should no longer remain in the same unresolved state when the applicable reconciliation has been completed successfully.

What If I Think I Reconciled the Payment Twice?

Stop before making another change.

1. Review the Square payment.
2. Review the associated income record.
3. Check the reconciliation status.
4. Determine whether the payment has already been resolved.

Peach Suite Pro is designed to help prevent duplicate payment records, but reviewing the existing information is still the safest approach.

What If the Amount Does Not Match?

Compare the individual components of the Square transaction rather than looking only at one total.

• Sales
• Tax
• Tip
• Processing Fee
• Net Received

Also remember that the Square transaction time and appointment time can represent different events.

What If Square Shows the Payment but PSP Does Not?

First confirm that Peach Suite Pro is connected to the correct Square account.

Then review the payment and reconciliation information inside Peach Suite Pro.

If the payment still cannot be resolved, use the appropriate reconciliation path or contact support.

Can I Undo a Reconciliation?

Do not assume that a reconciliation should simply be repeated or reversed without reviewing the current records.

If a completed reconciliation appears to be incorrect, review the existing payment and income information and follow the applicable correction or support process.

Common Reconciliation Mistakes to Avoid

• Do not create a duplicate income record before checking whether one already exists.
• Do not guess which client a payment belongs to.
• Do not repeatedly reconcile the same payment without checking its current status.
• Do not assume a different amount means the payment is wrong until you compare sales, tax, tip, fee, and net received.
• Do not treat a single unmatched payment as proof that your entire Square connection is broken.

When Should I Contact Support?

Contact Peach Suite Pro Support when:

• A payment remains unresolved after you have followed the available reconciliation options.
• You cannot confidently identify the correct client or business record.
• A payment appears to have been processed more than once.
• The payment information appears inconsistent with Square and you cannot determine why.
• The Square connection is active but the payment cannot be retrieved or reconciled as expected.

Helpful information to provide: the business, approximate date and time, Square Payment ID if available, the affected appointment or client, and the details shown in Peach Suite Pro.

Quick Reference

Situation	Start Here
Payment needs matching	Reconcile Square Payments
Payment may already have income	Review Existing Income
Client cannot be identified	Identify Client
Payment needs additional review	Review Payment
Multiple items need resolution	Resolve Items
Current appointment paid with Square	Add Income → Retrieve Square Data
Payment history or status is unclear	Sync Activity / Reconcile Square Payments

Remember

The goal of reconciliation is accuracy, not speed.

Take a moment to identify the correct payment, client, appointment, and income record before completing the reconciliation.

Related Square Help

• Square — Overview & Getting Started
• Square — How Do I...?
• Square — Frequently Asked Questions
• Square — Troubleshooting
• Square — Connecting Your Square Account
• Square — Sync All to Square
• Square — Sync Activity