Square

Virnika connects to Square. Phone orders go straight to your Square POS as pickup or delivery orders. Your menu, prices and sold-out items stay in sync automatically.

Your Virnika onboarding specialist sets up the connection for you. You only need to approve access in Square and confirm which Square location to use.

Before you start

• A Square account with an active location for the store.
• A Square login that can approve app access for your business.
• To have items show as sold out, inventory tracking turned on for those items in Square. See What syncs from Square.

Setup

1. Approve the connection

   We start the connection, and you sign in to Square and approve Virnika’s access. Your onboarding specialist walks you through it. Virnika asks for permission to read your business profile and items, and to create orders and record payments.

   If the approval is declined or the sign-in times out, nothing is saved. We just try again.

2. Pick your Square location

   If your Square account has more than one location, we pick the one that matches this store together. Only active Square locations can be chosen. Each Virnika location connects to one Square location.

   Once it’s confirmed, we pull in your menu.

3. Set your menu hours in Virnika

   Square doesn’t share menu hours. Until you set hours, Virnika treats your menu as available all day, every day. Tell your onboarding specialist your hours and we’ll set them in Virnika.

4. Check your menu and place a test order

   We go over the imported menu with you, including items, sizes, modifiers and prices. Then we place a test order to make sure it reaches your POS the way you expect. After that, you’re ready to go live.

What syncs from Square

• Menu: items, variations, categories, modifier lists, modifiers and prices, refreshed every 30 minutes and whenever you change your Square item library.
• Sizes and other variations: each variation becomes its own menu item, like “Pizza - Small” and “Pizza - Large”. Items with one variation keep their plain name.
• Location-specific settings: items, modifiers and prices you’ve set for this Square location are used. Items not available at this location are left out.
• Pre-selected modifiers: modifiers set to be on by default in Square are pre-selected. They’re still charged at their Square price.
• Sold-out items: when an item is marked sold out in Square, Virnika stops offering it. Square only marks items sold out when inventory tracking is on for them.
• Tax: uses your Square tax rates, and Square calculates the tax on each order.

Note

Make menu changes in Square, not in Virnika. Changes usually show up right away, and within 30 minutes at most.

How orders arrive

• Orders arrive as pickup or delivery orders, with the caller’s name and phone number. Delivery orders include the address.
• The order note starts with PHONE ORDER. It also shows how the order is paid, the caller’s notes, and the vehicle description for curbside pickup.
• Orders can be placed for as soon as possible or for a later time.
• Square prices every order from your Square item library. Before an order is placed, Virnika checks the total with Square so the caller hears the same total your register shows.
• Paid orders have a payment recorded in Square for the order total and tip. The payment shows as an external payment from Virnika, and the note says ** PAID **.
• Pay-at-pickup orders stay open with no payment, and the note says ** PAY IN STORE **.
• Service charges, delivery fees and processing fees are added as separate charges, named “Service Charge”, “Delivery Fee” and “Processing Fee”.
• Discounts are added as one discount on the whole order.
• Item notes appear on the item.
• Each order is sent once. If the same order is resubmitted, Square doesn’t create a duplicate.
• When you mark a phone order ready, completed or canceled in Square, Virnika’s order record updates too.

Limitations

• Square doesn’t share menu hours. Set them in Virnika.
• Items without inventory tracking can’t be marked sold out in Square. To stop offering one, remove it from this location or archive it in Square.
• Items with variable pricing are left out, since the price is entered at the register.
• Discounts show as one order discount, not on the item they apply to.
• Order notes longer than 500 characters are shortened.
• Orders can’t be edited from Virnika once they reach the POS. Make changes on the POS.

Troubleshooting

Orders aren't reaching my POS

If Virnika’s access was removed in Square, or the connection expired, the store can’t take orders until it’s reconnected. Contact help@virnika.ai and we’ll check the connection and walk you through reconnecting.

A sold-out item is still being offered

Square only marks items sold out when inventory tracking is turned on for them. Turn on inventory tracking for the item, or remove it from this location in Square.

A menu change isn't showing up

Menu changes usually sync right away, and the menu refreshes every 30 minutes as a backup. If a change still hasn’t shown up after an hour, check that the item is available at this Square location, then contact us.

A paid phone order shows as unpaid

If Square couldn’t record the payment, the order still goes to your kitchen but stays open. Contact us with the order details.

Need help?

• Virnika support: help@virnika.ai
• Square support: for account access, locations, inventory tracking and item settings, contact Square support.

POS integrations overview

Getting started