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You can change point-of-sale systems without losing your records, but a successful move is an evidence-preservation project, not just an app installation. Export Square reports and transaction CSVs before changing anything, save the untouched originals, move your catalog and customer data through the new system’s template, and use the Orders API when reports lack order-level detail. Saved cards require a separate PCI-compliant processor transfer that can take up to two weeks. Test imports, reconcile totals and inventory, train staff, then cut over while keeping Square available for audits and pre-cutover refunds.
What a Square-to-POS migration actually preserves
A replacement POS normally handles new transactions. It may or may not recreate every historical order, refund, customer relationship, loyalty balance, gift card, or payment token. Treat each data domain separately and decide whether it will be imported, retained as an archive, transformed for import, or managed by the destination provider.
| Data domain | Recommended treatment | Important qualification |
|---|---|---|
| Sales reports | Export CSV files for the widest useful date range and preserve the originals | Use these as the accounting and reconciliation baseline |
| Transaction details | Export the transaction CSV from Square Dashboard | This is a separate export path from ordinary report downloads |
| Orders and line items | Use Square’s Orders API when CSV reports do not include the required detail | The API can return itemization, customer references, sales, and returns |
| Items, variations, modifiers, and prices | Export the item library, then map fields to the destination template | Square supports Excel or CSV and allows all items or filtered items |
| Customers | Export the Customer Directory and retain Square customer IDs for mapping | Destination systems may require different headings or formats |
| Inventory by location | Export quantities and map each Square location to a destination location | Some import tools create a new location when no matching name exists |
| Refunds, taxes, discounts, fees, and deposits | Retain in the raw exports and reconcile after testing | Do not assume the new POS can recreate historical payment accounting |
| Gift cards and loyalty balances | Confirm a destination-specific migration method before promising customers anything | These balances often require a vendor conversion or manual process |
| Saved cards | Arrange a processor-to-processor transfer separately | Square limits direct transfer to a PCI DSS Level 1-compliant payment processor |
| Employee permissions | Recreate roles in the destination POS | Permission names and capabilities are system-specific |
Build an inventory of what must move
Start with a migration checklist before downloading files. Record the date range, business locations, file name, export date, and person responsible for every dataset. Mark each item as exportable, transformable, or destination-specific. This prevents a late discovery that, for example, a loyalty balance or pre-cutover refund has no supported import path.
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- Sales summaries and daily, monthly, tax, fee, and deposit reports
- Transaction-level records, order IDs, line items, returns, and refunds
- Items, variations, modifiers, prices, tax categories, and SKUs
- Stock quantities for every Square location
- Customer names, email addresses, phone numbers, addresses, and Square IDs
- Gift-card numbers and balances, loyalty points, memberships, and customer notes
- Discount rules, tax settings, receipt settings, and payment types
- Employee accounts, roles, time-clock information, and permissions
- Open orders, deposits still in transit, subscriptions, and scheduled reports
Ask the prospective POS provider for a written answer to five questions: which historical records can be imported, which are archive-only, what happens to location-specific inventory, how pre-cutover refunds work, and how its API or exports support future audits. A promise that the system “imports Square” is not a field-by-field migration plan.
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Export Square data before editing or closing the account
1. Download report CSVs and protect the originals
In Square Dashboard, open each required report, choose the broadest useful date range, and start the CSV export. Square’s support instructions say to click Start export
to download a CSV and open it with spreadsheet software. Download one copy for working transformations and keep another copy read-only. Do not sort, rename columns, delete rows, or change date formats in the originals.
Use a consistent file convention such as square_sales_2023-01-01_to_2026-10-17_original.csv. Record the account time zone, location filters, report name, and export timestamp in a separate migration log. A spreadsheet can silently convert order IDs, long card references, or dates; preserve the raw CSV and perform cleanup only in a copy.
2. Export transaction history separately
Open Square’s Transactions area, apply the required date and location filters, and choose Export
to download transaction details as a CSV. Square documents this as a separate transaction-data workflow. Keep the transaction export beside the report exports so you can compare transaction counts, gross sales, refunds, taxes, fees, and net deposits.
3. Export the item library
Use Items > Item library > Actions > Export Library. Square supports Excel or CSV output and lets you export all items or only filtered items. Export the complete library first; create a filtered file only when the destination has a documented reason to exclude discontinued or location-specific items. Keep variations, modifiers, SKU values, tax categories, and location assignments intact until the mapping stage.
4. Export the Customer Directory
Export customers from Square’s Customer Directory and retain the Square customer ID in your working copy. The ID is the safest bridge when names are duplicated, email addresses change, or one person has multiple addresses. Restrict access to these files, because customer exports contain personal information.
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Use the Orders API when CSV files are not detailed enough
Reports and transaction CSVs are suitable for an archive and many accounting checks, but they may not contain the complete order-level history you need. Square’s Orders API can search a seller’s past sales and returns and provide itemization, customer references, and other details from sales made through POS or online channels.
Use the API when you need to reconstruct individual orders, connect line items to customer references, analyze returns, or preserve details absent from a report. Store each response without overwriting it, together with:
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- Location identifiers and the time-zone assumption used for date filters
- Order IDs, return IDs, and refund references
- The API endpoint and pagination state
- The transformation script or spreadsheet version used to normalize fields
An API extract is not automatically an import file. Normalize it into a separate working dataset, retain the original response, and document how you handled canceled orders, partial refunds, taxes, discounts, tips, and orders spanning multiple locations.
Map Square fields to the destination POS
Download the destination system’s current import template before changing your Square files. Build a mapping sheet with one row per source field and columns for destination heading, conversion rule, required/optional status, and validation result. At minimum, map SKU, item name, variation, price, tax category, modifier, location, quantity, customer email, customer phone, and external ID.
| Square information | Destination mapping decision | Validation to perform |
|---|---|---|
| Item name and variation | Map to the destination’s product and variant headings | Check that variant names remain unique within each item |
| SKU or item identifier | Use as SKU or external ID; preserve leading zeroes | Find duplicates and blank identifiers before import |
| Price | Convert to the destination’s currency and decimal format | Compare a sample of regular and discounted prices |
| Tax category | Map to an existing destination tax rule | Confirm tax-inclusive versus tax-exclusive behavior |
| Modifier and modifier set | Recreate the destination’s modifier structure | Test required, optional, and priced modifiers |
| Location | Match by the destination location name or ID | Verify every location before importing quantities |
| Inventory quantity | Import quantity separately for each location when supported | Reconcile totals by SKU and location |
| Customer email and phone | Place in the destination’s exact customer headings | Normalize casing, spaces, and duplicate records |
| Square customer ID | Store as an external reference if the destination allows it | Use it to connect orders or future support requests |
Shopify’s documented migration flow illustrates why templates matter: its Store Migration app accepts Square CSV files, then provides an import report; inventory is imported per Square location, locations are matched by name, and a new location is created when there is no match. Its customer import requires Square data to be reshaped to the required customer CSV headings, with no automatic mapping for that import. Other POS systems may differ, so treat the destination template—not your Square export—as the source of truth.
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Handle saved cards as a separate regulated migration
Never copy card numbers, security codes, or payment tokens into a spreadsheet or ordinary CSV. Square states that, under PCI regulations, 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 says the average export timeframe is up to two weeks.
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- Select and contract with the receiving processor before requesting the transfer.
- Ask the destination provider which customer or payment-token identifiers it needs.
- Contact Square Support as the verified account owner and request the card-on-file export process.
- Confirm the receiving processor’s PCI responsibilities, token format, and import completion notice.
- Map returned customer identifiers without exposing card data to staff who do not need it.
If the destination processor is not PCI DSS Level 1 compliant, plan for customers to enter payment details again. Tell customers what action is required and never promise that saved cards will appear automatically.
Test the import with a representative sample
Do not start with the full catalog or customer file. Create a test workspace, sandbox, or clearly isolated location and import a small sample that exercises the rules most likely to fail:
- A normal sale with one item
- A discounted sale with a tax calculation
- A partial and a full refund
- A tax-exempt item or customer
- A product with multiple variations
- A product with required and priced modifiers
- A customer with multiple addresses or duplicate contact details
- One record from every operating location
Review the destination’s import report, rejected rows, transformed values, and automatically created records. Fix the mapping sheet, not just individual rows, then repeat the test. Only proceed when the same rules produce correct results across the sample.
Reconcile money, inventory, and customers before cutover
Reconciliation proves that the migration preserved meaning, not merely row counts. Compare the destination test results with Square’s untouched exports using the same date range, location filters, currency, and time zone.
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- Number of items, variations, modifiers, and customers
- On-hand inventory by SKU and location
- Gross sales, discounts, taxes, refunds, processing fees, and net deposits
- Order and transaction counts, including canceled and returned orders
- Customer totals, duplicate merges, and preserved external IDs
- Gift-card, loyalty, and membership balances where the destination supports them
Investigate every difference. Common causes include a location name mismatch, a date boundary interpreted in UTC, a tax-inclusive price imported as tax-exclusive, duplicate customers, and refunds posted after the original sale. Keep a reconciliation report showing the Square total, destination total, variance, explanation, and approval.
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Prepare the final export
Choose a low-volume period. Freeze catalog, price, tax, and inventory edits while taking the final export; otherwise, changes made between export and launch will be missing from the new POS. Export the final reports, transactions, item library, and customer directory, then compare file timestamps with your migration log.
Run a short parallel period when practical
If staffing and vendor terms allow, operate both systems briefly with a defined rule for which system is authoritative. Use the period to test receipts, taxes, refunds, offline behavior, cash drawers, payment terminals, and end-of-day reports. Do not leave parallel operation undefined: duplicate sales in two systems make reconciliation harder.
Switch transactions and retain Square access
At the cutover time, stop new transactions in Square, activate the destination POS, and tell staff exactly which system to use. Keep Square access and read-only exports until the next complete reconciliation and until any pre-cutover refunds or customer questions are resolved. Do not close or delete the Square account immediately; historical evidence is part of your audit trail.
Document the handoff
Save the final export manifest, mapping sheet, import report, reconciliation approval, processor-transfer confirmation, staff training record, and cutover time. Restrict the folder to authorized personnel and use your organization’s retention and deletion policy for personal data.
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Plan for refunds and other post-cutover exceptions
Ask the destination provider how it handles a refund for a sale originally processed in Square. Some systems require the refund to be issued in Square, while others allow a linked historical order or a manual tender. Decide who can authorize each method and how the accounting entry will be recorded.
Use the same written decision for chargebacks, voids, deposits still in transit, open tabs, subscriptions, gift-card redemptions, and exchanges. A migrated customer record does not prove that the destination has the original payment token or the legal authority to reverse the original payment.
Compare replacement POS systems on migration capability
Price and screen layout matter less than whether the system can preserve the records your business actually uses. Require written answers and a sample import before signing.
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|---|---|
| Historical orders | Can order-level history be imported, or is it archive-only? |
| Catalog and variants | Which item, variation, modifier, tax, and SKU fields map directly? |
| Multi-location inventory | How are locations matched, and how are quantities validated per location? |
| Customers and loyalty | Are customer IDs, notes, loyalty points, memberships, and gift cards portable? |
| Saved cards | Which PCI-compliant processor receives tokens, and who performs verification? |
| Pre-cutover refunds | Can the system refund an old order, or must staff use Square? |
| API and exports | Can you retrieve complete orders, returns, and customer references later? |
| Audit reporting | Can reports reproduce sales, tax, fees, refunds, and deposits for a defined period? |
No universal import guarantee exists across POS vendors. A provider that supplies a field-mapping document, test-import results, reconciliation method, and cutover support is safer than one that offers only a generic “CSV import” button.
Quick Recap
Migration checklist
- List every data domain, location, date range, and owner.
- Export Square reports and transaction CSVs before editing or closing anything.
- Export the item library and Customer Directory; preserve original IDs.
- Use the Orders API for missing order, line-item, return, or customer-reference detail.
- Download the destination templates and create a field-mapping sheet.
- Arrange saved-card transfer with a PCI DSS Level 1 processor, allowing up to two weeks on Square’s stated average timeline.
- Test-import representative sales, refunds, variants, modifiers, customers, and locations.
- Reconcile money, inventory, and customer counts; resolve every variance.
- Freeze edits, take the final export, train staff, and cut over during a low-volume window.
- Keep Square available for audit, pre-cutover refunds, and customer support until reconciliation is complete.
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