Selling your show through Square: connecting, syncing, and reconnecting

EntryThingy can push the pieces in your Artist Showcase directly into your Square catalog, so collectors can buy artwork from your Square online store. Each piece becomes a Square item with its image, price, description, and the artist's name — and each piece carries a quantity of 1, so the moment it sells, Square automatically marks it Sold Out and it can't be purchased twice.

This article covers connecting Square, syncing a show, and the two most common questions: pieces showing "Sold Out" before your show opens, and pieces missing from your store.

Connecting Square

1. Go to Preferences in your gallery admin.
2. Click Connect via Square.
3. Approve the permissions on Square's screen — this is what allows EntryThingy to add items and manage quantities in your store.

You only do this once. Your connection stays active in the background.

Syncing a show to Square

1. Go to Artist Showcase and select your call.
2. Make sure the showcase is enabled — the Square sync uses the same piece selection and display settings as your showcase.
3. In the Sync to Square card, choose a Square category (or let EntryThingy create one named after your show), then click Sync now.

Within a minute or two, your accepted pieces appear in your Square catalog. Sales made through Square report under the show's category in Square's Sales by Category report, which makes artist payouts at the end of the show much easier to calculate.

You can sync as many times as you like — re-syncing updates the existing items in place. It never creates duplicates, and your store and call links stay the same.

Pieces showing "Sold Out" before the show opens?

If every piece shows Sold Out with no quantities, your Square connection was made before EntryThingy added inventory tracking (June 2026). Connections from before then can add items to your store but can't set quantities — so Square treats every piece as having zero stock.

Reconnecting fixes this in a couple of minutes:

1. Go to Preferences and click Disconnect Square (you'll be asked to type "disconnect square" to confirm).
2. Click Connect via Square and approve Square's permissions screen. This step is essential — the new approval is what grants the quantity permission. If you don't see Square's green approval page, the reconnect didn't complete.
3. Go back to Artist Showcase, select your call, and click Sync now.

After the sync finishes, every piece shows as available and will automatically flip to Sold when it sells. Your existing Square items are matched back up automatically — no duplicates, and no change to any links you've already shared.

One note on timing: Square's online store can take a few minutes to republish after a sync. If your store still looks unchanged right after syncing, give it five minutes and refresh the page.

Some pieces missing from your store?

The sync tells you how many pieces it queued (for example, "Queued 178 pieces"). If your Square store shows fewer, it's almost always one of these:

The piece needs a plain dollar amount. Square requires a numeric price to list an item. A price like "$300" or "$1,250" syncs perfectly; a price like "(set of 3) $300", "contact for pricing", or "NFS" can't become a Square listing. Update the piece's price to a plain amount and sync again — the piece will appear.

The piece isn't in your showcase selection. The sync pushes exactly what your showcase displays. If your showcase is set to "Accepted only," a piece on a partially-accepted entry only syncs when that individual piece is marked accepted — accepting the entry isn't always enough. Check the piece's own status, then sync again.

The piece was accepted after your last sync. Newly accepted pieces are picked up the next time you click Sync now.

Marking a piece sold in EntryThingy

When a piece sells outside of Square (for example, an in-person sale you record in EntryThingy), the next sync marks the Square listing unavailable so it can't be purchased online too.