Automating the daily Square customer upload

Maddy asked whether Natalia still needs to download each day's diary from the CRM and upload it into Square by hand. This is the plan, and the Florida list for 10 August 2026.

Yes — this can be fully automated, with no human step.
Built and tested. It has written nothing to Square yet — it needs your go-ahead for that.

What it does each morning

Logs into the CRM by itself and pulls the same Customer Square Import report Natalia opens, under Reports → Booking CSV.
Pulls it one studio at a time, so each studio's clients go into that studio's own Square account.
Covers today and the next three days.
Checks each booking's reference against that Square account. Already there → left alone. Not there → the customer is created with name, email, phone, postcode, state and reference.
Writes the day's list and a CSV to /square-import.

What changes for the team

The Friday job disappears. Natalia currently downloads Saturday, Sunday and Monday on a Friday. Covering three days ahead every run does that automatically.
A missed morning stops mattering. The next run re-covers the same days. Four consecutive failed days would have to happen before one shoot was affected.
Nobody uploads anything. The CSV stays available as a fallback if the job is ever off.

Florida — 10 August 2026

The job would have added nobody today — all 14 were already in Square.
Natalia uploaded them this morning, and the job matched every one on their reference number. That is the check that matters: it produces the same result she does, and it cannot duplicate her work.

Download this list as CSV — 14 rows

Check it against the CRM. Download the CRM's own Customer Square Import for Florida on 10 August 2026 and compare the two files — they are the same file. Same header, same quoting, same raw values, same rows. This job does not rewrite the export; it takes the CRM's lines unchanged and removes only the bookings already in Square.

Studio 1 (Miami) had no shoots on this date — all 14 are Orlando. Every value below is the CRM's own, exactly as its export gives it — raw phone digits, its own state text — so it can be checked straight against the diary. Blank cells are blank in the CRM. · marks a trailing space in the CRM's data.

Studio	Reference	Name	Phone	Email	State	Postcode	In Square
Orlando	`F4025231`	José Jiménez	9127077271	j-jimenez98@outlook.es	fl	32216	yes
Orlando	`F4029714`	Jazmyn Salter	8634585720	jazmynsalter87@gmail.com	Fl	33801	yes
Orlando	`F4030521`	Nayda Crespo	8134434724	naydacrespo31@gmail.com	`FL·`	33810	yes
Orlando	`F4028709`	Ramis Khan	4076392950	hayat.tabassum@gmail.com	`FL·`	32828	yes
Orlando	`F4027096`	Grace Gallardo	3524094707	gracigallardo.gg@gmail.com	—	32757	yes
Orlando	`F4029063`	Fernanda Lagoa	4078211156	fernandalagoa14@gmail.com	Florida	32811	yes
Orlando	`F4033557`	Bryson Gibbs	3477512332	popb2000@gmail.com	`FL·`	32773	yes
Orlando	`F4029016`	Isai Hernandez	6892974755	therealisai38@gmail.com	—	32835	yes
Orlando	`F4029339`	Magali Hernández	8136829592	mahga95@hotmail.com	—	33613	yes
Orlando	`F4029477`	Noah Noon	7069780203	noahmnoon12t@gmail.com	—	34748	yes
Orlando	`F4030345`	Arrianna Vega Noa	8635857134	mboykin30@hotmail.com	`fl·`	33837	yes
Orlando	`F4028587`	Johnny Romero	5165894997	romero_johnny@yahoo.com	FL	34772	yes
Orlando	`F4030746`	Steven Moreno Estevez	3219603611	stevenestevez273@gmail.com	Florida	32839	yes
Orlando	`F4026793`	Nicholas Williams	3342330108	erica.cobb227@gmail.com	—	`·`	yes

The state column is deliberately shown unfixed — fl, Fl, FL·, Florida and blank all appear in these 14 rows alone. That is the client's home address as the CRM holds it, not a studio location. The CSV download carries these same raw values; the tidying happens only on the record sent to Square.

Across all eight studios for 10–13 Aug the job found 283 bookings, of which 192 were not yet in Square and 91 already were. Nothing failed. The live daily list is /square-import.

Worth knowing

The CRM's state field is messy, and it has been handled. It mixes FL, Florida, fl and typos like Forida. Taking the first two letters wrote real but wrong states — Connecticut became Colorado. It now matches a proper state name or code, and writes nothing where it recognises neither, rather than guessing. This is the client's home address, not a studio location. The CSV is untouched by this — it is the CRM's own file with the already-imported rows removed, so it stays a drop-in for the download Natalia does today.
Repeat clients get a new record. Each booking carries its own reference, and payments are tied back on that reference, so reusing an older record would break the match.
Nothing is ever edited or deleted — it only ever adds.
Writing to Square has not been exercised yet. All six accounts read fine and this system already creates Square customers elsewhere, so it should work — but the first live run is what proves it. It would fail on the first record and create nothing, so there is no mess to undo.

To switch it on

One line, and it needs your say-so because it writes into the six live Square accounts. After that the manual download-and-upload stops entirely, including the Friday run.