SyncMatrix.
Smartsheet logo + Square logo

Automate Smartsheet & Square

Stop paying for mismatched spreadsheets. Sync data between Smartsheet and Square in real-time, so you can manage your operations without the busywork.

Get This Workflow Built
Custom API Integration
Secure Data Transfer
Done-For-You Setup

How the Data Flows

graph LR
    subgraph Source ["Smartsheet"]
        T1(["Copy Folder — Destination workspace folders"])
    end
    
    subgraph Middleware ["Enterprise Integration Core"]
        W[CRON API
Poller] --> V{Validation
& Auth}
        V -->|Fail| DLQ[Dead Letter
Queue]
        V -->|Pass| Map[Data Mapping
& Transformation]
        Map --> Retry[Rate Limiting
& Retries]
    end
    
    subgraph Target ["Square"]
        A1(["Add Customer to Group"])
    end

    T1 -->|JSON Payload| W
    Retry -->|Authenticated API POST| A1

    style Source fill:transparent,stroke:#cbd5e1,stroke-dasharray: 5 5
    style Target fill:transparent,stroke:#cbd5e1,stroke-dasharray: 5 5
    style Middleware fill:#f8fafc,stroke:#94a3b8,stroke-width:2px
    style T1 fill:#3b82f6,stroke:#fff,stroke-width:2px,color:#fff
    style W fill:#1f2937,stroke:#fff,stroke-width:1px,color:#fff
    style V fill:#1f2937,stroke:#fff,stroke-width:1px,color:#fff
    style Map fill:#1f2937,stroke:#fff,stroke-width:1px,color:#fff
    style Retry fill:#1f2937,stroke:#fff,stroke-width:1px,color:#fff
    style DLQ fill:#ef4444,stroke:#fff,stroke-width:1px,color:#fff
    style A1 fill:#e11d48,stroke:#fff,stroke-width:2px,color:#fff
When Smartsheet and Square operate independently, project managers often face delays in updating payment statuses for ongoing projects. For instance, when a payment is processed in Square, the corresponding row in Smartsheet remains unchanged, leading to confusion about project budgets. The finance team spends hours manually cross-referencing payment records with project timelines, increasing the risk of errors and miscommunication among team members.

Top Ways to Automate Smartsheet & Square

  • Automated Invoice Generation: Streamline your billing process by automatically generating invoices in Square based on project milestones tracked in Smartsheet, ensuring timely and accurate billing without manual intervention.
  • Real-Time Financial Reporting: Sync data between Smartsheet and Square to create comprehensive financial reports that reflect real-time sales and project costs, enabling better budgeting and forecasting.
  • Task and Payment Tracking: Automatically update project tasks in Smartsheet when payments are received in Square, ensuring your team is always informed of project status and financial health without manual updates.

How to Build the Smartsheet → Square Sync

  1. In Smartsheet, create a new Standard Webhook that listens for changes to the 'Payment Status' column in your project sheet. Set the webhook to trigger on 'Row Updated'.
  2. Configure the webhook to send a payload that includes the 'Row ID' and the updated 'Payment Status' to your designated endpoint.
  3. Set up a server endpoint to receive the webhook payload. Extract the 'Row ID' and 'Payment Status' from the incoming JSON data.
  4. Use the Square API to POST to the 'Create Payment' endpoint. Include the necessary parameters such as 'amount', 'currency', and 'payment_status', using the data extracted from the Smartsheet webhook.
  5. Confirm the payment in Square and send a response back to Smartsheet to update the 'Payment Status' column accordingly.

Developer Warnings & API Gotchas

  • Ensure that the 'Row ID' from Smartsheet matches the corresponding payment record in Square; mismatches can lead to incorrect data being posted.
  • When configuring the webhook, be cautious about the payload size limits imposed by Smartsheet; if the payload exceeds these limits, the webhook may fail to trigger.
  • Verify that the 'Payment Status' values in Smartsheet align with the expected values in Square; discrepancies can cause errors in payment processing.

Supported API Operations

We leverage official, stable endpoints to ensure secure data transfer. No deprecated legacy routes.

  • When this happens in Smartsheet... Copy Folder — Destination workspace folders
    Do this in Square Add Customer to Group
  • When this happens in Smartsheet... Copy Folder — Source workspace folders
    Do this in Square Change Inventory
  • When this happens in Smartsheet... Fetch Custom Actions
    Do this in Square Create Appointment
  • When this happens in Smartsheet... Get Folders
    Do this in Square Create Customer
  • When this happens in Smartsheet... Get Reports
    Do this in Square Create Invoice

SyncMatrix Experts

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I can see you're looking at mapping Smartsheet to Square. Tell me about your current setup—what's the specific bottleneck you're trying to automate right now?