Automate Square & Smartsheet

Stop paying for mismatched spreadsheets. Sync data between Square and Smartsheet 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 ["Square"]
        T1(["Completed Payment"])
    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 ["Smartsheet"]
        A1(["Add Attachment to Row"])
    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 Square transactions are processed without integration to Smartsheet, finance teams often face delays in updating project budgets. For instance, if a payment of $500 is received for a project, the finance team must manually enter this data into Smartsheet, leading to potential errors such as incorrect amounts or missed entries. This manual process consumes hours each week, as project managers are left waiting for accurate budget updates, which hinders their ability to make informed decisions.

Top Ways to Automate Square & Smartsheet

Automated Sales Tracking: Instantly sync sales data from Square to Smartsheet, ensuring your project teams have real-time access to revenue figures, enabling informed decision-making and timely project adjustments.
Streamlined Invoicing Process: Automatically generate and send invoices in Square based on project milestones tracked in Smartsheet, reducing manual entry and ensuring accurate billing aligned with project timelines.
Enhanced Reporting and Analytics: Consolidate data from both platforms into comprehensive reports, allowing for better insights into sales performance and project efficiency, ultimately driving strategic business decisions.

How to Build the Square → Smartsheet Sync

Set up a webhook in Square to listen for the 'payment.created' event. This webhook will trigger whenever a new payment is successfully processed.
Configure the webhook to send a payload containing relevant payment details, such as 'amount', 'currency', 'transaction_id', and 'customer_id'.
In your server-side application, create an endpoint to receive the webhook payload from Square. Extract the necessary fields from the payload.
Use the Smartsheet REST API to insert a new row into a specific sheet. Construct a POST request to the endpoint https://api.smartsheet.com/2.0/sheets/{sheetId}/rows.
In the POST request body, map the extracted data from Square to the appropriate columns in Smartsheet, ensuring that 'amount' is assigned to the budget column and 'transaction_id' is logged for reference.
Test the integration by processing a sample payment in Square and verifying that the corresponding row is created in Smartsheet with accurate data.

Developer Warnings & API Gotchas

Ensure that the 'customer_id' from Square is correctly mapped to the corresponding user in Smartsheet; otherwise, it may lead to confusion about payment ownership.
Be cautious with the currency conversion; if payments are made in different currencies, ensure that Smartsheet has a column for currency type to avoid misinterpretation of amounts.
When extracting the 'transaction_id', ensure it is unique for each payment to prevent overwriting data in Smartsheet, as duplicate entries could lead to significant reporting issues.

Supported API Operations

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

When this happens in Square... Completed Payment

Do this in Smartsheet Add Attachment to Row
When this happens in Square... Fetch Custom Actions

Do this in Smartsheet Add Discussion to Row
When this happens in Square... Item Variation

Do this in Smartsheet Add Row to Sheet
When this happens in Square... List Appointment Service

Do this in Smartsheet Copy Folder
When this happens in Square... Locations

Do this in Smartsheet Copy Row

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