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Customise Invoices and Receipts

You can customise the appearance of your invoices and customer-facing receipts from your online Square Dashboard. To do so, visit Account & Settings > Receipt. The appearance of both invoices and digital receipts is managed from this page.

If you have multiple locations, you can customise your receipt and invoice appearance for each location. 

Descriptive receipts and invoices help customers recognise purchases and prevent disputed payments.

Customisation Options

Option Description Digital Receipts Printed Receipts Invoices
Header Colour Select a colour that best represents your business. Yes No Yes
Business Name Add your business name to help customers recall their purchases. Yes Yes Yes
Logo Select a unique graphic symbol or emblem that embodies your business. Choose from a Framed or Full-width logo for Square Invoices and Digital Receipts. Yes No Yes
Item Information Include item descriptions to help customers recall purchases. Yes No Yes
Business Location Help customers remember where a purchase was made by entering your business address. You can choose to show or hide a map of where the transaction took place by checking/unchecking Show location.* Yes Yes No
Custom Text Enter custom messaging to include announcements or special promotions. Yes Yes Yes
Return Policy Add your refund, exchange or cancellation policy. Yes Yes No
Referrals When customers use your referral link to activate a Square account, you’ll both receive free processing on up to $1,000 in sales over the next 180 days. Check the box next to “Show referral link” to include on your digital receipts. Yes No No
Other Information Add your phone number and website URL. Yes Yes Yes

Note: Maps will not show on receipts from manually entered payments. The process for customising invoices differs from receipts, and can be done from different sections of your online Square Dashboard.

Additional Invoice Customisation Options

You can further customise your Invoices with these features:

  • Basic customisation: Add in an invoice title and message.

  • Save a default custom message: Add your terms of service, cancellation policy, return policy or any other personalised message to your customised invoice by adding it to the Message field of your invoice and select to Save as Default Message.

  • Payment settings: Choose your default payment settings for your invoices, such as setting your accepted payment methods, using card on file with a Square Invoice and adding a tipping option.  

  • Add item-level notes: Add your item, select Customise and scroll to the Note section. Be sure to hit Save once you’ve selected your price point and taxes and added your note.

  • Share a link to your invoice: Instead of emailing your invoice from your Square account, you can also choose to share a link to your invoice manually. When you create your invoice, in the Payment field, select Share Invoice Manually > click Create > select Share Link. You can then copy and paste the link to share it manually with your customers.

  • Custom fields: Add a custom field and choose its placement on an invoice to give more detail to your customers. You can include your terms of service, cancellation policy, return policy or any other personalised message to your customised invoice.

You are able to customise your invoices from your online Square Dashboard and the Invoices App.

To do so from your dashboard:

1. Log in to your online Square Dashboard > click Invoices > Settings.
2. Within the Invoices section, choose Basic settings to configure your default delivery method or when invoices are due, or set reminders.
3. Under Basic Customisation, add in an invoice title and message. In Custom fields you can add in additional notes for your customers.

You can also add a customisable field to your invoice, such as your terms & conditions or a return policy, and decide the placement of the custom field on your invoice.

When creating an invoice, select Add a custom field after Payment Options. Indicate your custom field title, text and placement, and press Save. From here, proceed to review and send your invoice as normal.

You can also control your customer communication language right from your Square Dashboard. To choose the language:

  1. Visit your Account & Settings, select Locations.

  2. Click on the location you want to edit.

  3. Scroll down and you will see the Preferred Language option for Receipt.

  4. Select the desired language and click Save.

Receipt Logo Tips

  • Your logo should be at least 200 pixels wide and 200 pixels tall. If you choose a full logo, it should be at least 1280 pixels wide and 648 pixels tall to view in high resolution.

  • The maximum size of the printed logo is 400 pixels wide and 200 pixels tall.

  • A printed receipt logo should be formatted as strict black and white, without any colour or shades of grey.

  • The logo image displayed in your Dashboard will look similar to your printed logo.

  • You can customise your receipt logo for each business location in the Locations tab in your online Square dashboard.

Update your Reply-To Email Address

When a buyer replies to an invoice or estimate email, make sure the message is sent to your preferred email address by taking the following steps:

  1. Visit your Account & Settings tab in your online Square Dashboard > Business > Locations.

  2. Click on the location you want to edit.

  3. Within Contact Information, update your preferred email address for that location > press Save.

Learn more about: Point of Sale