Square SKU Setup Guide

01 / SKU systemOne item, one variation

Make every variation easy to find.

A SKU is an internal identifier. It should stay stable when price or stock changes, and it must be unique for every sellable variation in Square.

Keep every existing non-empty SKU unchanged. First map the customer’s current pattern and adapt the Mr. Space integration to it.
Give each sellable size, color or other variation its own unique SKU.
Use a short, consistent format with clear separators; treat every SKU as text.
Avoid prices, stock counts and other details that can change over time.
List blank and duplicate SKUs separately. Propose codes only for blanks; flag duplicates for review without changing them.

Illustrative format only. Approve the real codes with the owner.

ORG-CAT-001-VAR

Organization · item group · item number · variation

This is a generic example, not a recommended code. Choose a format only after reviewing your catalog and existing SKU pattern.

02 / Keep item groups clearSame SKU logic, separate groups

Organize the catalog around your business.

Use the item types and categories that match what your business actually sells. Keep related items easy to find and report; do not add groups that do not apply.

01 / Goods

Products

Use names and categories that reflect the actual items. Add variations only for real choices such as size, format, flavor or color.

02 / Optional

Services

If the business sells services, use clear service names and a separate category when it helps the owner find and report them.

03 / Optional

Other items

Include other sellable item types only when they are present in the catalog. Keep their names and grouping consistent with how they are sold.

03 / Safe workflowBack up before editing

Review first. Import only after approval.

In Square Dashboard, open Items & services → Items → Item library → Actions → Export Library. Choose All items and Excel (.xlsx), then save the untouched export and make a separate working copy.

Keep Square's original headers, column order and Token values unchanged.
Do not delete rows or alter item IDs, prices, taxes, locations, photos or stock counts.
Ask Claude for a review table, duplicate/blank SKU report and a proposed SKU rule.
Approve the pattern and sample codes before filling any blanks.

Mr. Space website visibility is a separate step.

Square categories alone do not publish items on a custom website. In the Mr. Space customer panel, choose which catalog items should appear online, based on the site's content and the owner's preference.

Square's official export and import guide ↗

04 / ClaudeReusable setup prompt

Have Claude map the SKU system.

Export the Square Item Library, save an untouched backup, upload a working copy to Claude and paste this prompt. Claude must report its proposal first and wait for approval.

I am organizing my Square item catalog and setting an SKU rule that fits my business.

Business name: [enter business name]
Business type: [describe what the business sells]
Website: [enter website address, if applicable]
Existing SKU rule, if known: [describe it or write "unknown"]

I uploaded a WORKING COPY of my Square Item Library export. Work only from this file. Do not ask for or use my Square login, password, one-time code, payment details, customer list, API key or access token. Do not connect to Square. Do not use customer, order or payment exports.

GOAL
Review the catalog and propose a simple, consistent SKU system that fits how this business sells and tracks items in Square. Use only the item types and categories supported by the catalog. Do not assume this business sells any particular kind of product or service, and do not create groups that are not needed. Do not edit the workbook until I approve the proposed rule.

SKU RULES
- A SKU identifies a sellable item variation and must be unique across the catalog.
- Treat SKUs as text. Preserve every existing non-empty SKU exactly. Identify the customer’s current pattern and map it to the Mr. Space integration; do not silently reformat or replace codes.
- Report blank SKUs and duplicate SKUs separately. Preserve duplicate values and flag them for owner review.
- Inspect the current catalog and infer the customer's existing SKU pattern before recommending anything. Prefer adapting the Mr. Space integration to that pattern, so the customer does not need to redo their setup.
- For existing SKUs, explain how the Mr. Space integration can recognize and use the customer's pattern. Do not propose replacing it just to standardize it.
- Only for sellable variations with blank SKUs, propose a standard that fits the existing pattern where possible. If no usable pattern exists, propose a new format such as BUSINESS-TYPE-ITEM-VARIANT; this is only an example, not a required rule.
- Do not include price, stock quantity or other values that can change.
- Do not invent item facts, sizes, colors, dates, capacity or prices.
- Suggest type/variation codes only when supported by the data. Mark uncertain rows for owner review.
- Show at least five sample codes from real rows, clearly marked as proposals. Do not assign any code until I approve the mapping and proposed format.

SQUARE FILE SAFETY
- Keep every original column header, column order and Square Token value unchanged.
- Do not delete/archive rows or change item IDs, prices, taxes, locations, photos, variations or stock counts.
- Do not edit, import or connect to my Square account.
- Never use customer, order, payment or other personal data exports.

CATALOG GROUPS
1. Preserve existing Square categories and item types when they accurately describe the catalog.
2. Use variations only for real choices present in the source data, such as size, format, flavor or color.
3. Include services, events, fees or other item types only if they already appear in this business's catalog. Do not assume or add them.
4. Flag records that do not fit an existing group as Needs owner review. Do not guess.

FIRST RESPONSE — DO NOT EDIT
Return:
A. A brief summary of existing SKU patterns and catalog issues.
B. A proposed SKU format, explaining each segment and allowed characters.
C. A table with item name, variation, current SKU, proposed item group, proposed SKU, and reason.
D. Separate lists of blank SKUs, duplicate SKUs, and records needing owner review.
E. At least five example SKUs based on real catalog rows.

Stop and wait for my approval of the mapping, any proposed blank-SKU format and examples. Do not fill blanks or change existing SKUs before approval.

AFTER APPROVAL
Create a separate updated copy from the original Square template. Keep all existing SKUs unchanged. Fill only blank SKU cells for sellable variations using the approved rule. Apply only the changes I approved. Preserve all original columns, headers, order and Token values. List each changed row and field. Leave every other value untouched. Do not import the file into Square; I will review and upload it myself.

The prompt stays in English to match Square's field names. The page itself follows the device language when supported; change it from the menu above.

05 / Owner checkBefore Square import

Keep the owner in control.

Review the approved-copy comparison and Square's import preview before importing. Start with a small group if the catalog is large.

Square bulk import guide ↗ Mr. Space customer panel ↗

Square SKU Setup Guide.

Products

Services

Other items