Move from Square to Clinvello

Treat the full transfer as its own project.

Connecting Square moves selected work. Replacing it changes the records, financial obligations and daily workflows the clinic relies on. Name an administrator to own the transfer and a clinical lead to check the record archive.

Connection availability is owner-confirmed. Confirm the exact actions, account permissions and location coverage during setup.

Your transfer, step by step.

1. 01

   Inventory what lives in Square

   List clients, future appointments, notes, photos, consents, inventory, packages, memberships and outstanding balances. Mark which records exist in Square, which live elsewhere and who can authorize each export.

2. 02

   Export and preserve the originals

   Square documents customer CSV export and a separate appointment-history CSV. Check future and recurring bookings, forms, consent and balances separately; these exports do not establish a complete clinic migration.

   Keep a dated original copy in the clinic’s approved storage. Request any separate attachments or assisted exports before the current account closes.

3. 03

   Verify the destination import process

   Ask the destination provider to demonstrate an actual import from Square, including supported record types and the destination location. Agree on an authorized transfer workspace before sharing files. A proposed workflow is not evidence of a working importer.

4. 04

   Map the fields and run validation

   Match patient identifiers, names, contact permissions, services, providers, dates and timezones. Ask the provider to show duplicate matches, missing fields and rejected rows. Correct the mapping before running a small trial import.

5. 05

   Reconcile records, balances and payments

   Compare record counts and representative notes, files and appointments with the originals. Reconcile memberships, credits and outstanding balances separately. Saved cards require the payment processor’s approved process; do not put card details in the data upload.

6. 06

   Approve the cutover and keep a recovery path

   Choose the final export window and stop conflicting edits during reconciliation. Approve the validated transfer, assign reminders and booking to one system, then monitor the first operating period. Keep the prior account and archive accessible until the clinic accepts the results.

Square: what to check.

Square documents an authorization prompt for third-party apps and disconnection in App integrations. Its OAuth guidance requires limited permissions and supports revocation. These generic mechanisms do not verify the exact Clinvello connection.

• Seller-level booking writes require a paid Square Appointments plan and appropriate permissions; test the clinic’s subscription and workflow.
• The Bookings API states that it cannot create a booking with a non-zero cancellation fee. Validate deposits and cancellation rules separately.
• Saved payment cards require a separate owner-verified transfer directly to an eligible PCI DSS Level 1 processor; they are not an ordinary contact CSV or an automatic Clinvello import.
• Square’s card-data migration process is distinct from subscriptions, gift cards and appointments; a software connection does not move those obligations.

Before you approve the next stage

1. Which actions can Clinvello perform on our Square plan and locations, and which need staff confirmation?
2. Who sends each confirmation and reminder during the pilot so patients do not receive duplicates?
3. If we later change systems, how will future bookings, balances, saved cards and refunds be reconciled?

Sign off on the record archive, financial reconciliation, access arrangements and rollback plan before closing the source system.

Source guidance

The links below support the source-system export and access notes. The checklist is editorial planning advice, not verified Clinvello screen instructions or evidence of a completed migration.

1. Square customer and card export guidance (opens in new tab) ↗Source review · 2026-10-29
2. Square appointment history export (opens in new tab) ↗Source review · 2026-10-29
3. Square app authorization and disconnection (opens in new tab) ↗Source review · 2026-10-29
4. Square OAuth permissions and revocation (opens in new tab) ↗Source review · 2026-10-29
5. Square Bookings API prerequisites and limits (opens in new tab) ↗Source review · 2026-10-29
6. Square card import scope exclusions (opens in new tab) ↗Source review · 2026-10-29

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