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Square email forwarding with Outlook Desktop App

Let's get started by setting you up with the proper Square notifications, and then we'll walk you through how to set up email forwarding to ZenSales for your Square orders. Once complete, all *new* Square invoices will automatically show up in ZenSales. 

First, you will need to make sure you have turned on Square email notifications for invoices. You can do this by logging into Square, going to Invoices and then Notifications under Settings on the left. Please verify the following three boxes are checked:

NOTE: Copying/CCing yourself on invoices or using your email address as the customer's email address, will not work for ZenSales to automatically import your orders. Next, if you don't already have it handy, you'll need to get your forwarding address for your ZenSales account.

Locate my ZenSales Forwarding Address

Open your Outlook Desktop App.

Click Rules in the middle of the Home toolbar.

Click to "Create Rule..." If you cannot see the option to create a rule select the drop down arrow in the top right corner of the Home toolbar to see more options.

On the modal you'll want to click Advanced Options...

The Rules Wizard modal will open. For Step 1 select the condition "with specific words in the sender's address".

You will want to click the link "specific words" in Step 2 to make sure you are only forwarding emails from "". You will need to "Add" this email address and then select "OK"

You will be back on the Rules Wizard. 

Click Next to finish setting up your rule.

The Rules Wizard will now ask "What do you want to do with the message?" For Step 1 select "forward it to people or public group". On Step 2 you will need to click the link "people or public group" to make sure you are forwarding the email to your ZenSales Inbox.

A Rule Address modal will appear. Just paste your ZenSales Forwarding Address into the "To" text box and then select "OK". 

Step 2 will now say "Apply this rule after the message arrives with in the sender's address forward it to [Your ZenSales Forwarding Address]."

Select Next to be directed to the next step. The Rules Wizard will ask if there are any exceptions. There will not be any exceptions so select "Next" again to take you to the Final rule setup page.

This will be what your final screen should look like before you finish the rule except the email will be "with" and the "forward it to" should match your personal ZenSales Inbox:

If you would like for Outlook to forward any of your current invoices into ZenSales make sure and select the option to "Run this rule now on messages already in "Inbox". Otherwise you should be good to go. Once you select "Finish" then Outlook will apply the filter to any incoming mail  and your orders will automatically appear on your ZenSales dashboard!

Lexie is the author of this solution article.

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