When choosing a point-of-sale (POS) system, many small and medium business owners find themselves torn between two major players: QuickBooks POS and Square. Both systems have unique features, pricing plans, and integration benefits that can make them the perfect choice for one business but not another. In this blog post, we’ll take an in-depth look at how QuickBooks POS compares to Square. We’ll discuss pricing, hardware costs, payment processing, ease of use, industry-specific features, customer support, and more. Whether you are a restaurant, retail store, or service business, this guide will help you decide which solution best fits your needs.

Introduction

Choosing a POS system isn’t just about how payments are processed. It’s about managing inventory, interfacing with your accounting software, hardware compatibility, customer support, and even how the system scales as your business grows. For many business owners, the debate often comes down to QuickBooks POS vs Square. QuickBooks POS used to be a favorite choice among those who wanted a system that integrated deeply with QuickBooks Desktop. Square, on the other hand, is known for its simplicity, affordable pricing, mobile-friendly design, and flexible hardware options.

In this post, we’ll break down the core differences and similarities between these two offerings so you can make an informed decision.

Overview of QuickBooks POS and Square

QuickBooks POS

QuickBooks POS (Point of Sale) was a system designed primarily for owners already using QuickBooks Desktop. Its key advantage was the seamless integration with accounting records, which allowed user sales, inventory levels, and customer data to be synced directly into the QuickBooks Desktop accounting software. With QuickBooks POS, many business owners appreciated the one-time fee model rather than paying monthly fees. However, there have been several drawbacks, such as high upfront costs, clunky user interfaces, and poor support for industries like restaurants due to a lack of restaurant-specific reporting. Moreover, QuickBooks has gradually moved users toward cloud solutions and now offers integrated solutions via Shopify or third-party applications.

Square

Square entered the market as an affordable, easy-to-use POS system aimed at retail, restaurants, and service providers who needed a mobile solution. Square’s software is cloud-based and highly intuitive. Its basic plan is free, with additional features available on paid plans tailored to industry-specific needs. From advanced inventory management for retailers to floor plan management for restaurants, Square has built a reputation for meeting the unique needs of its diverse user base. Additionally, Square has an ecosystem that supports payment processing, invoicing, email marketing, and even hardware sales (such as card readers, terminals, and registers).

Pricing and Payment Processing Differences

Pricing Models

One of the most notable differences between QuickBooks POS and Square is their pricing structure.

• QuickBooks POS typically requires a one-time flat fee for purchasing the software—plus additional costs for necessary hardware like cash drawers, barcode scanners, card readers, and more. This upfront investment can be substantial, and while it might be appealing to some business owners who prefer to avoid monthly subscription fees, budgeting for these high initial expenses can be challenging.
• Square offers a fundamentally different pricing model. It provides a free basic plan that you can upgrade as your business grows. The free plan means no monthly fees when you are just processing transactions; you only pay per transaction. For businesses with a lower average transaction value, Square’s percentage + fixed fee structure (e.g., 2.6% + 10¢ for in-person transactions) is generally more cost-effective. Additionally, Square offers industry-specific plans (such as Square Retail at $60/month or Square Appointments) that bundle additional features like inventory management and team scheduling.

Payment Processing Fees

Both systems handle payment processing, but the fee structures have subtle differences:

• Square Transaction Fees:
  • In-person: Approximately 2.6% + 10¢ per transaction
  • Online or Card-Not-Present: Around 2.9% + 30¢ per transaction
  • Keyed-in transactions: A slightly higher rate may apply
• QuickBooks Payments (as integrated with QB POS):
  • In-person: Around 2.4% + 25¢
  • Online: Around 2.9% + 25¢
  • For manually entered transactions, fees are in the same ballpark

While the rates may appear similar at first glance, the fixed fee component makes a difference—especially for businesses processing many small transactions. For example, in a small coffee shop scenario, processing a $2.50 transaction might result in lower fees with Square compared to QuickBooks Payments. In contrast, for high-ticket items, QuickBooks might just have a slight cost advantage. The best choice depends largely on your average transaction size and volume.

Ease of Use and User Experience

QuickBooks POS: Integration and Complexity

QuickBooks POS was designed to work primarily with the QuickBooks Desktop accounting system. For many long-time QuickBooks users, the direct integration was inviting since every sale, refund, or inventory adjustment was automatically reflected in the accounting records. However, the user experience left much to be desired. Many users described QuickBooks POS as clunky, noting that it often required a separate device running Windows 10 and did not offer a modern mobile-friendly interface. Additionally, the system’s design can be cumbersome when needing to process mobile transactions—the card reader often needs to sync with an app on a device rather than being fully autonomous.

Square: A Streamlined Experience

In contrast, Square is celebrated for its simplicity and modern design. Its app-based system works easily on various mobile devices, meaning that whether you are running a pop-up shop, retail store, or restaurant, you can quickly start processing transactions in minutes. The intuitive interface means that training staff is generally fast and straightforward. Additionally, Square’s dashboard provides real-time insights, inventory management, and even features like automated email marketing—all built into one centralized ecosystem. Overall, if ease of use and a streamlined experience are priorities, Square tends to win out over QuickBooks POS.

Hardware and Device Compatibility

QuickBooks Hardware

When it comes to hardware, QuickBooks POS typically recommends using devices specifically designed for the system. Many QuickBooks POS users have to purchase tablets running Windows 10 (if they want mobile functionality), which adds to the overall cost. Moreover, integration with hardware such as barcode scanners, cash drawers, and receipt printers can be more rigid. Some users have found that many of the peripherals offered by QuickBooks POS are not customizable or do not support industry-specific needs (for example, restaurant-specific order management or table management features).

Square’s Extensive Hardware Ecosystem

Square offers a range of hardware options that cater to different business models:

• Square Card Readers: A free magstripe reader comes with a new account, and a chip-and-contactless reader can be purchased for around $49.
• Square Stand and Register: For brick-and-mortar retailers, Square’s stand and fully integrated register solutions provide a more sophisticated POS experience.
• Square Terminal: For a compact solution that accepts payments on the go, Square Terminal is very popular.

Square’s hardware is designed with flexibility in mind, which is a major selling point for businesses that have to move between in-person and mobile sales environments.

Industry-Specific Features

Different types of businesses have different requirements. Let’s see how each system caters to industry-specific needs.

QuickBooks POS for Traditional Businesses

QuickBooks POS worked particularly well for service-based or small retail businesses that relied heavily on traditional accounting practices. Its strong integration with QuickBooks Desktop made it ideal for those who preferred an in-house installation and a one-time fee model. For example, businesses that already had significant QuickBooks accounting data could benefit from the seamless sales syncing. However, industries such as restaurants and hospitality often found that QuickBooks POS lacked critical restaurant-specific tools like floor plans, table management, and menu personalization. If you require extensive restaurant reporting, you might need to resort to third-party integrations, further complicating the process.

Square’s Industry Flexibility

Square has developed multiple plan options to meet the unique needs of different industries:

• Retail: With robust inventory management features, vendor relationship tools, and the ability to process returns and exchanges seamlessly, Square is well-suited for retail businesses.
• Restaurants: Square offers customized plans for restaurants that include floor plans, multi-course meal management, kitchen reporting, and alerts for open tables, making it simpler for eateries to manage seating and orders.
• Professional Services: From appointment scheduling to invoicing, Square’s flexibility makes it an excellent choice for professionals who need a straightforward, mobile-friendly payment solution without excessive complexity.

Integration with Accounting Software

QuickBooks POS Integrated Accounting

For businesses that already use QuickBooks Desktop for accounting, the integration with QuickBooks POS is one of its most compelling features. When a sale is made via QuickBooks POS, the sale, inventory data, and customer details flow directly into QuickBooks Desktop, eliminating the need for manual data entry and reducing the risk of accounting errors. However, if you wish to link QuickBooks POS to QuickBooks Online, the process becomes more complicated. Doing so may require third-party tools to bridge the gap, and some users have reported that not all features transfer seamlessly between the two systems.

Square and QuickBooks Online Sync

Square offers a “Sync with Square” app available through the QuickBooks App Store. This integration is designed to import Square transactions into QuickBooks Online automatically, covering sales, fees, taxes, and even some custom fields. Although the process significantly reduces the need for manual entry, some limitations do exist. For instance, the Sync with Square app may have restrictions when dealing with multiple locations or fully transferring inventory details. For many small to medium business owners, however, the integration works well enough to streamline accounting without needing an overhaul of the system.

Customer Support and Service

QuickBooks POS Support

Support for QuickBooks POS has been a common pain point for many users. While free chat support may help during business hours, phone-based support can be costly—often requiring a monthly fee or a one-time fee per issue. Many QuickBooks POS users feel as though they are expected to become self-sufficient once they have purchased the product. The lack of readily available, efficient support can be particularly challenging during peak business times.

Square’s Customer Support

Square, by contrast, is generally praised for responsive customer support. Users on the free plan have access to support via email, chat, and social media during specified hours (typically 6 a.m.–6 p.m. PT), while premium plans provide 24/7 phone support. The reputation of Square’s support team often stands out as one of the reasons businesses choose Square over other POS systems. This customer-centric approach is particularly valuable for small business owners who may not have dedicated IT support staff.

Migration and Transition Challenges

If you are already a QuickBooks POS user considering a switch to Square, or vice versa, migration can be a significant pain point. For instance, many businesses have reported that migrating from QuickBooks POS to an online-based system like Square or Shopify POS can be fraught with challenges. Users have noted difficulties with hardware compatibility, lost inventory data, and discrepancies in how sales tax or barcodes are handled. Support during migration often falls short of expectations, which can leave business owners scrambling to fix issues manually, sometimes even resulting in delays that affect daily operations.

For example, migrating QBPOS data might involve dealing with incompatible barcode formats (such as needing to adjust a three-digit item number to a six-digit barcode for proper scanning) or finding ways to accurately match cash deposits with the recorded transactions in QuickBooks Online. Business owners have reported spending countless hours troubleshooting and even considering legal recourse when promises of a smooth transition were not met.

Advantages and Disadvantages Summary

Below is a quick bullet list of the main advantages and disadvantages of QuickBooks POS and Square:

QuickBooks POS

Advantages:

• Seamless integration with QuickBooks Desktop accounting software
• One-time fee model (for those who prefer not to pay monthly)
• Direct synchronization of sales, inventory, and customer data
• Familiar interface for long-time QuickBooks users

Disadvantages:

• High upfront hardware and software costs
• User interface can be clunky and less mobile-friendly
• Poor support for industry-specific features (e.g., restaurant reporting)
• Limited direct integration with QuickBooks Online without third-party tools
• Additional fees for phone-based customer support

Square

Advantages:

• Free basic plan with affordable paid upgrades
• Simple setup with an intuitive, mobile-friendly interface
• Flexible hardware options (card readers, stands, registers, terminals)
• Industry-specific plans with tailored features for retail and restaurants
• Comprehensive customer support available 24/7 for premium users
• Integrated payment processing and additional business tools (e.g., invoicing, inventory tracking)

Disadvantages:

• Shared (aggregated) merchant account may result in occasionally stricter policies
• Transaction fees remain similar, although often more cost-effective for small transactions
• Built-in accounting is basic; many users still need separate full-featured accounting software (like QuickBooks Online)

Use Cases: Which One Is Right for Your Business?

Deciding between QuickBooks POS and Square largely depends on your business profile, operational needs, and growth plans.

• Choose QuickBooks POS if you:
  • Already use QuickBooks Desktop for accounting and value the deep integration.
  • Prefer a one-time, upfront investment rather than ongoing subscription fees.
  • Have a business model with fewer mobile transactions and are comfortable with a desktop-based system.
  • Need to manage detailed inventory tracking that syncs directly with your accounting records.
• Choose Square if you:
  • Are a small or medium business with a need for flexible, mobile POS solutions.
  • Value ease of use and an intuitive interface that can be set up quickly.
  • Prefer lower upfront costs with a free plan and affordable transaction fees.
  • Require industry-specific features for retail, restaurants, or appointment-based services.
  • Want a broader ecosystem that includes additional tools like online store integration and email marketing.

Real-World Examples and Feedback

Over the past few years, numerous businesses have explored the debate of QuickBooks POS vs Square. Many users praised Square for its ease-of-use and flexibility, especially when running a multi-location retail or restaurant business. For instance, retailers have found that Square’s inventory management tools and industry-specific add-ons (such as managing vendor relationships or processing returns) simplify operations significantly compared to QuickBooks POS.

On the other hand, long-time QuickBooks users sometimes prefer the idea of keeping all their financial data in one place. For businesses that have complex accounting needs or that require robust invoicing (with features like multiple languages, custom branding, or automated reminders), QuickBooks POS (or the integrated QuickBooks Payments) offers a level of detail that Square’s basic invoicing system cannot match.

However, many recent reviews underscore Square’s superior customer support. With free support available via multiple channels and extended support hours for paid users, businesses experiencing glitches or hardware issues report faster resolution times compared to the sometimes costly support available with QuickBooks POS.

Migrating from QuickBooks POS to Square

For business owners who currently use QuickBooks POS and are curious about switching to Square, migration can be a key concern. While QuickBooks POS data integrates well with QuickBooks Desktop, migrating that data to an online platform like Square may require extra steps:

• Barcode and SKU Adjustments:
  Some users report that converting their product barcodes (e.g., transforming a three-digit item number into a six-digit barcode) is necessary for proper scanning in the new system. Even though Shopify and Square promise simplicity, the migration process may require manual interventions.
• Inventory and Sales Data Migration:
  Transferring inventory lists, sales data, and historical financial records may not always flow seamlessly from QuickBooks POS into Square. Third-party integration tools or dedicated migration services are sometimes required to ensure that all information is correctly mapped.
• Support and Onboarding:
  Many users have experienced frustration during the migration process, encountering issues with hardware connections and data discrepancies. It is advisable to work with a trusted migration specialist or partner, and to plan the migration during a slower business period to prevent disruption.

While the migration process can be challenging, many businesses ultimately find that the modern, cloud-based flexibility of Square offers significant advantages over the older QuickBooks POS system.

Final Thoughts

In the ongoing debate of QuickBooks POS vs Square, there is no one-size-fits-all answer. Each system has its strengths and weaknesses:

• QuickBooks POS appeals to those who have long relied on QuickBooks Desktop for their accounting and prefer a system with deep, direct integration. It is best for businesses that can accommodate a higher upfront cost and who value a robust accounting and inventory system over mobile convenience.
• Square is ideally suited for modern, mobile-first businesses seeking flexibility, ease of use, and scalable pricing. With its free basic plan, powerful hardware solutions, and a broad ecosystem of add-on features, Square has managed to capture a large segment of the market, particularly among retailers and restaurants.

Ultimately, your choice will depend on your specific business needs, technical comfort level, budget, and long-term business goals. Consider the size of your transactions, the importance of robust accounting integration, and whether a cloud-based solution or an in-house system fits better with your operational model.

If you are still unsure which choice is right for you, consider taking advantage of free trials and demos. Testing both systems in a real-world environment can provide valuable insight into daily usability and overall performance. Customer feedback, online reviews, and even community forums dedicated to QuickBooks POS and Square can also offer insights based on experiences from businesses similar to yours.

Summary

To recap, here are some key points regarding QuickBooks POS vs Square:

• Pricing:
  QuickBooks POS involves higher upfront costs with a one-time fee plus hardware costs, while Square offers a free plan and affordable monthly add-ons with only transaction fees.
• Ease of Use:
  Square offers a modern, mobile-friendly interface that is easier to set up and use on multiple devices. QuickBooks POS integrates well with desktop accounting but may feel outdated.
• Inventory and Integration:
  QuickBooks POS excels for those who need deep integration with QuickBooks Desktop accounting. Square, with its “Sync with Square” app, offers integration with QuickBooks Online but may occasionally require manual corrections.
• Hardware and Customer Support:
  Square provides a broader range of hardware options alongside robust customer support channels, while QuickBooks POS can require additional investments in specialized hardware and sometimes costly support options.
• Industry-Specific Features:
  Square’s plans address the needs of retailers, restaurants, and service businesses, whereas QuickBooks POS tends to suit more traditional service-based or small retail businesses with heavy accounting requirements.

FAQs

Q: Is Square a viable alternative to QuickBooks POS?
A: Yes. Square is a strong alternative, especially if you are looking for an easy-to-use, mobile-friendly solution with low upfront costs and a robust ecosystem of features. However, if deep integration with QuickBooks Desktop is essential to you, QuickBooks POS remains a strong candidate.

Q: What are the major disadvantages of QuickBooks POS?
A: QuickBooks POS can involve high upfront costs, a clunky user interface, limited support for certain industries (like restaurants), and expensive phone-based customer support. It is also increasingly oriented towards desktop environments, making mobile use more challenging.

Q: Does Square integrate with QuickBooks?
A: Yes. Square offers a “Sync with Square” integration with QuickBooks Online, allowing you to automatically import transactions, fees, and sales data into your accounting system. However, there may be limitations when it comes to inventory synchronization or handling multiple locations.

Q: Which system is better for small transaction businesses?
A: For businesses dealing with many small transactions (like coffee shops or boutiques), Square’s lower fixed fee per transaction often makes it more cost-effective than QuickBooks POS.

Q: Can I migrate my data from QuickBooks POS to Square?
A: While migration is possible, it can be complex. Many business owners have reported challenges with barcode adjustments, inventory data mapping, and syncing issues. It is advisable to work with a professional or take advantage of migration services to ease this process.

Conclusion

Choosing the right POS system is crucial for streamlining daily operations and ensuring accurate financial management. The debate of QuickBooks POS vs Square centers on the balance between robust accounting integration and modern, mobile-friendly functionality. QuickBooks POS remains a strong choice for those who need deep integration with their existing QuickBooks Desktop set-up, while Square is favored by businesses that prioritize ease of use, flexible pricing, and comprehensive mobile solutions.

Both systems have their merits—and their challenges. By carefully evaluating your business needs, analyzing transaction flows, considering migration logistics, and even testing the systems where possible, you can make an informed decision that ultimately supports your business goals and improves overall efficiency.

Remember, whether you choose QuickBooks POS or Square, the key is to select the solution that best aligns with your operational workflow while providing scalability and excellent support as your business grows.

We hope this detailed comparison has shed light on the differences between QuickBooks POS and Square, helping you choose the POS system that can truly transform your business.

Happy selling!