Merchant switching program guide

The Ultimate Guide for Switching from Square to Helcim.

We made switching sides quick and easy.

Switching your business to Helcim is straightforward, and we're here to help every step of the way. This guide provides a clear roadmap for transitioning your business from Square to Helcim. Use it as a starting point and checklist to ensure you cover all essential setup tasks.

If you haven’t yet created a Helcim account for your migration, sign up for free today!

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  • STEP 1: Understanding what you can transfer over from Square to Helcim

    The following items can be transferred from Square to Helcim.

    Data Can I import? Notes
    Customers (up to 1000) CSV
    Products & Services CSV
    Inventory CSV
    Invoices CSV
    Credit card on file Requires a Square representative & a card data export request.
    Employees Not supported with Helcim
    Appointments Not supported with Helcim
    Memberships Not supported with Helcim
    Gift cards Not supported with Helcim
    Reviews Not supported with Helcim
  • STEP 2: (Optional) Migrating your products

    Export your product lists from Square

    • a. From your Square account, go to Items & Orders then select Items.
    • b. Click Actions > Export Library.
    • c. In the modal, select Export to CSV, and then click Export.
    • d. Name the file SquareProductDownload.csv, and then save the file to your computer.

    Edit the CSV file to match Helcim’s Product Import’s template.

    (Ensure the required Helcim data field matches the Square data input for every column.)

    • a. On your dashboard, navigate to your Products and Services and select Import / Export.
    • b. Select Sample File to Download the CSV template found on your Products Import or download it here.
    • c. Clear the examples provided in the sheet. Do not delete the header rows.
    • d. Copy and paste the column from Square to Helcim as instructed below.

    Notes:

    • Customers can only import 1,000 product items at a time.
    • If you have more than 500 products, it’s best to break it down to multiple sheets of 500 items per sheet.
    • Does not support product image upload.
    • Product variant and inventory update is a separate import.
    • If the data field is not present from either sources (Square or Helcim) do not alter the columns.
    Square data field Helcim data field Action
    Token N/A Leave as is. Do not copy into Helcim data field
    Item name Name Copy the values under this column & paste into Helcim data field
    Variation name N/A Leave as is. Do not copy into Helcim data field
    SKU SKU Copy the values under this column & paste into Helcim data field
    Description Description Copy the values under this column & paste into Helcim data field
    Category Category Copy the values under this column & paste into Helcim data field
    GTIN N/A Leave as is. Do not copy into Helcim data field
    Item type N/A Leave as is. Do not copy into Helcim data field
    Weight Weight Copy the values under this column & paste into Helcim data field
    Price Price Copy the values under this column & paste into Helcim data field
    Online sale price Sale_Price Copy the values under this column & paste into Helcim data field
    N/A Availability Input “YES” to all product rows to make the items available
    N/A Availability_Online Input “YES” to product rows to make the items available for ONLINE to purchase via Online Checkout or Hosted Payment Pages
    N/A Availability_RETAIL Input “YES” to product rows to make the items available for RETAIL purchase via POS
    Stock alert count Low_Stock_Threshold Copy the values under this column & paste into Helcim data field

    Once done, save your CSV file and import your product data to Helcim

    • a. On your dashboard, navigate to your Products and Services and select Import / Export.
    • b. Choose Product Import.
    • c. Select Browse to select the CSV file for upload and click Next to review the data.
    • d. Confirm the data is correct and click Confirm to complete the upload. A confirmation message will indicate a successful upload.
    • e. To update your inventory levels or add product variants, learn more here.

    Common errors

    • Error: Invalid file, please check your file and try again - The formatting in your file is incorrect. Please download the sample file and ensure the column names and the order match exactly and that the values in the columns match the examples provided.
    • Warning: # Product(s) have Errors and will not be imported. See Next Page for Details - Please continue to the following page by clicking “Next” and scroll to the bottom of the page. All products that failed to upload will appear along with the error encountered.
    • Missing Name - Your product does not have a name or is not recognized as it contains a symbol (ex. $, &, #).
    • Missing Price - Your product does not have a name or is not recognized as it contains a symbol (ex. $, &, #).
    • Missing SKU - Your product does not have a name or is not recognized as it contains a symbol (ex. $, &, #).
    • Import Timeout - Files with over 500 products will timeout, please break imports down into smaller files and try again. 
  • STEP 3: (Optional) Migrating your customers

    Export your customer data from Square

    • a. From your Square account, go to Customers Directory.
    • b. Click Import / Export > Export Customers.
    • c. In the modal, choose which customers you want to export:
      • i. To export all customers, select All Customers, and then click Export.
      • ii. To export specific customers, select Specific Groups, and then click Export.
    • d. In the next modal, click Download,
    • e. Name the file SquareCustomerDownload.csv, and then save the file to your computer.

    Edit the CSV file to match Helcim’s Customer Import’s template.

    (Ensure the required Helcim data field matches the Square data input for every column.)

    • a. On your dashboard, navigate to your Customers then select Import / Export.
    • b. Select Sample File to download the CSV template or download it here.
    • c. Clear the examples provided in the sheet. Do not delete the header rows.
    • d. Copy and paste the column from Square to Helcim as instructed below.

    Notes:

    • Merchants can only import 1,000 customers at a time.
    • If you have more than 500 customers, it’s best to break it down to multiple sheets of 500 items per sheet.
    • If the data field is not present from either sources (Square or Helcim) do not alter the columns.
    Square data field Helcim data field Action
    Reference ID N/A Leave as is. Do not copy into Helcim data field
    First Name & Surname CONTACT_NAME On your Square CSV file, create a new column beside Surname and name it Contact Name. Next, put the function =B2 & " " & C2 under Contact Name where
    • B2: "First Name"
    • C2: "Surname"
    Drag the formula all the way then copy the values under Contact Name column & paste into Helcim data field.
    Email BILLING_EMAIL Copy the values under this column & paste into Helcim data field
    Phone Number BILLING_PHONE Copy the values under this column & paste into Helcim data field
    Nickname N/A Leave as is. Do not copy into Helcim data field
    Company Name BUSINESS_NAME Copy the values under this column & paste into Helcim data field
    Street Address 1 BILLING_STREET1 Copy the values under this column & paste into Helcim data field
    Street Address 2 BILLING_STREET2 Copy the values under this column & paste into Helcim data field
    City BILLING_CITY Copy the values under this column & paste into Helcim data field
    State BILLING_PROVINCE Copy the values under this column & paste into Helcim data field
    Postal Code BILLING_POSTAL_CODE Copy the values under this column & paste into Helcim data field
    Square Customer ID CUSTOMER_CODE Copy the values under this column & paste into Helcim data field
    All other fields N/A Leave as is. Do not copy into Helcim data field

    Next, Import your customer data to Helcim 

    • a. On your dashboard, navigate to your Customers then select Import / Export.
    • b. Choose Customer Import then select CSV as your Import Type then hit Next.
    • c. Upload your CSV and click Next to review the data.
    • d. Confirm the data is correct and click Confirm to complete the upload, or Back to edit. A confirmation message will indicate a successful upload.
  • STEP 4: (Optional) Migrating your credit card-on-file

    Square can directly transfer the data to a PCI-DSS compliant provider like Helcim. To migrate your customer card-on-file records (primary account number data) from Square to Helcim follow the steps below:

    • a. Email your export request to [email protected] and include your Square merchant name, and CC your new payment processor's migration support: [email protected]
    • b. A Square representative will call you to verify your account ownership and confirm your export request.
    • c. After verification, the export process for your customer card-on-file data begins, which can take up to two weeks.
    • d. Square will send Helcim an encrypted CSV file containing card details like card_id, pan, expiration, postal_code, and customer_id.
    • e. Helcim will decrypt the file using our private key and import the data to your Helcim account.
  • STEP 5: Finish setting up your Helcim account

    When you have completed the most time-consuming steps for transferring the product and customer data to your new Helcim account, it’s time to configure the rest of the operational requirements like shipping fees, payment options, and tax rates as well as setting upyour employee access:

Need assistance on migrating your account to Helcim? We can help.

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