Managing Accounting Data Efficiently on Squarespace

Managing Your Accounting Data on Squarespace

TL;DR:

• Connect third-party accounting services using finance extensions
• Export sales data to Excel for manual accounting (not available with Squarespace Payments)
• Access detailed transaction data from January 2018 onwards
• Choose specific date ranges for exports (last week, month, year, or custom dates)
• Exported data includes orders, line items, donations, payments, and transaction fees

Most Squarespace sites need some way to manage accounting data, whether that's connecting to accounting software or exporting sales information for your accountant. Here's how to handle your financial data properly.

Using Finance Extensions

Finance extensions let you connect Squarespace to accounting software like QuickBooks, Xero, or FreshBooks. These tools can generate financial reports, send invoices, and sync your sales data automatically.

Keep in mind that while Squarespace ensures these extensions work with the platform, any issues with the third-party service itself need to be sorted with the extension provider, not Squarespace support.

Exporting Sales Data to Excel

If you're using Stripe or PayPal for payments, you can export your sales data as an Excel workbook. This gives you access to gross sales, net sales, taxes, and payment processor fees.

Here's how to export your data:

1. Go to the Accounting panel in your Squarespace dashboard
2. Select your time frame (last week, month, 90 days, or year to date)
3. Click Download

The timestamp on your exported data will be in UTC, so factor that in when reviewing dates.

Important: Double-check that your selected time frame covers all the transactions you need, especially if you're looking for refunds or returns. Missing a few days can leave gaps in your accounting records.

Understanding Your Exported Data

Your Excel workbook will contain several tabs that break down your transaction data:

Orders tab: Basic order information, customer details, and sales totals

Sale Line Items and Shipping Line Items: Individual products and shipping charges listed separately

Donations and Payments: All donation details plus payment information, including refunds

Transaction Fees: Squarespace Commerce fees applied to each transaction

This breakdown makes it easier to categorize expenses and income when you're doing your books or working with an accountant.

Squarespace Payments Limitations

If you're using Squarespace Payments, you can't export sales data directly. Your only option is to use finance extensions to connect with accounting software.

This limitation is worth considering if you need regular access to raw sales data for accounting purposes.

FAQs

Can I export sales data if I use Squarespace Payments?
No, direct sales data export isn't available with Squarespace Payments. You'll need to use finance extensions to integrate with accounting software.

What information is included in the sales data export?
The export includes customer information, sales totals, itemized product details, shipping charges, and transaction fees.

How do I make sure refunds are included in my export?
Select a date range that includes the original transaction dates. Refunds are tied to the original purchase date, not the refund date.

Can I export data from before 2018?
No, detailed sales data is only available from January 2018 onwards.

Jargon Buster

Finance Extensions: Third-party services that integrate with Squarespace to handle accounting functions like invoicing and financial reporting

Excel Workbook: A spreadsheet file that organizes your data into multiple tabs for easy analysis

UTC: Coordinated Universal Time, the standard time zone used for data timestamps

Transaction Fees: Fees charged by Squarespace Commerce for processing sales through your site

Wrap-up

Managing accounting data on Squarespace comes down to choosing the right approach for your needs. Finance extensions work well if you want automated syncing with accounting software, while manual exports give you direct access to raw data for custom analysis.

The key is making sure you capture all necessary data, particularly when dealing with refunds or transactions that span multiple time periods. Set up a regular export schedule if you're handling accounting manually, or configure your finance extensions to sync automatically.

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