Data Overview

Square gives you access to a broad set of business data spanning sales transactions, catalog management, staff operations, and customer relationships. Here's a breakdown of what each entity contains and how you can use it.

Entities overview

Entity	Primary use
Orders	Revenue reporting, order status tracking
Payments	Payment method analysis, transaction reconciliation
Refunds	Refund rate tracking, loss analysis
Customers	Customer segmentation, retention analysis
Items	Product catalog management, pricing review
Categories	Category-level sales grouping
Discounts	Discount usage and impact analysis
Taxes	Tax calculation auditing
Modifier lists	Add-on performance tracking
Inventories	Stock level monitoring by location
Locations	Multi-location performance comparison
Team members	Staff roster management
Team member wages	Payroll cost analysis
Shifts	Labor hours and scheduling analysis
Bank accounts	Financial account audit
Cash drawers	Cash handling reconciliation
Loyalties	Loyalty program engagement

Available fields by entity

Orders

Field	Description
id	Unique order ID
location_id	Location where the order was placed
state	Order status (OPEN, COMPLETED, CANCELED)
total_money	Total order amount including taxes and discounts
total_tax_money	Total tax applied
total_discount_money	Total discounts applied
created_at	Order creation timestamp
updated_at	Last update timestamp
line_items	Individual items within the order
customer_id	Linked customer ID

Payments

Field	Description
id	Unique payment ID
order_id	Associated order ID
amount_money	Payment amount
status	Payment status (COMPLETED, FAILED, CANCELED)
source_type	Payment method (CARD, CASH, WALLET, etc.)
location_id	Location where payment was taken
created_at	Payment timestamp
card_details	Card brand and last 4 digits (for card payments)

Refunds

Field	Description
id	Unique refund ID
payment_id	Original payment ID
amount_money	Refunded amount
status	Refund status
reason	Reason provided for the refund
created_at	Refund timestamp

Customers

Field	Description
id	Unique customer ID
given_name	First name
family_name	Last name
email_address	Email address
phone_number	Phone number
created_at	Profile creation date
updated_at	Last update date
note	Internal notes on the customer

Items

Field	Description
id	Catalog item ID
name	Item name
description	Item description
category_id	Linked category
variations	Variations with price and SKU
is_deleted	Whether the item has been deleted

Inventories

Field	Description
catalog_object_id	Item variation ID
location_id	Location of the stock
quantity	Current stock quantity
state	Inventory state (IN_STOCK, SOLD, etc.)
calculated_at	Timestamp of the inventory calculation

Shifts

Field	Description
id	Shift ID
employee_id	Team member ID
location_id	Location of the shift
start_at	Shift start time
end_at	Shift end time
status	Shift status (OPEN, CLOSED)
wage	Hourly wage applied to the shift

Loyalties

Field	Description
id	Loyalty account ID
customer_id	Linked customer ID
program_id	Loyalty program ID
balance	Current points balance
lifetime_points	Total points ever earned
created_at	Account creation date

Common metric combinations

• Orders + Payments (Join on order_id): Reconcile transaction values against order totals and payment methods

• Orders + Customers (Join on customer_id): Analyze revenue per customer segment

• Shifts + Team member wages (Join on employee_id): Calculate total labor cost per shift or location

• Inventories + Items (Join on catalog_object_id): See stock levels alongside item names and prices

• Payments + Refunds (Append or Join): Build a complete picture of net revenue after refunds

Use cases by role

Store owners

• Pull Orders and Payments into Google Sheets for a daily revenue summary

• Monitor Inventory levels across locations and set up alerts when stock drops

• Use the Locations entity to compare sales performance across stores

• Send Orders data to ChatGPT or Claude to automatically generate weekly sales summaries

Finance teams

Operations & HR

Marketing teams

Platform-specific notes

• Square amounts are returned in the smallest currency unit (e.g., cents for USD). Divide by 100 to get dollar values in your destination.

• The start date parameter limits which records are returned for time-based entities like Orders, Payments, Refunds, and Shifts. Catalog entities (Items, Categories, Taxes) return all records regardless of start date.

• Enabling Include deleted objects will return soft-deleted catalog items, categories, discounts, and taxes — useful if you need a complete historical catalog audit.

• Square data is scoped to the connected account. If you have multiple Square accounts, you'll need a separate connection for each.

• location_id is a key join field across almost every entity — use it to segment any report by physical store or venue.