Get Started with Virtual Terminal
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Square’s Virtual Terminal gives you the option to manually accept card payments or record cash, gift card and other tender transactions – all from your laptop or desktop computer. You can also connect Square Terminal with Virtual Terminal to create a seamless and wireless checkout experience.
There are several ways to accept one-off payments with Virtual Terminal:
|Payment Type||Fee per transaction|
|Manually-entered card payments||2.2%|
|Card on File payments||2.2%|
|In-person payments when you connect Square Terminal with Virtual Terminal||Tap, insert, or swipe a card for just 1.6%. Pay 2.2% when you key in a credit or debit card number manually.|
|Manually entering Square physical or eGift cards||2.2%|
|Record cash payment*||-|
|Record other payment*||-|
*There is no fee to accept other tender types. When you accept other tender types, Square doesn’t process any funds and functions only as an organisational tool. Money for these transactions are exchanged directly between you and your customer and will not be transferred by Square.
To accept recurring payments using Virtual Terminal, add a customer with a valid email and card on file.
Note: No Square hardware is required to manually enter payments or accept card on file payments for one-off or recurring transactions using Virtual Terminal. A Square Terminal is required for in-person payments through Virtual Terminal.
Learn more about how processing fees and rates work.
Accept Payments with Virtual Terminal
Learn how to navigate the Virtual Terminal Overview page in Dashboard.
Accept Split Tender Payments with Virtual Terminal
You are able to split a transaction into multiple payments of any tender in Virtual Terminal. When checking out a customer:
Enter a payment amount and add any discounts if required.
Add an optional note to the sale and select the reporting location.
Under Payment, click Split Payment.
Enter the first payment amount. You can select from Manually Entered Card, Manually Entered Gift Card, Record Cash Payment or Record Other Payment. You can also connect Square Terminal with Virtual Terminal for contactless in-person payments.
Enter the card details and select Charge. If the payment failed, you can review the payment details to try again.
Click Pay Remaining to continue processing the additional tender types until the entire sale has been completed.
You also have the option to edit the split or cancel a completed payment should you need to change the amount or payment method. If you cancel one of the payment methods, ensure you complete the sale, otherwise it will be voided entirely. To cancel, click Edit Split in the top right corner of the page.
Continue processing the split payment amounts until the entire sale has been completed. You can send the customer a digital receipt via email or text message for the completed sale.
Note: The Add Tip feature can’t be used when splitting tender payments at this time.
Customise Transaction ID on Your Customer’s Statements
When a customer makes a purchase from a Square seller, the transaction will show on their billing statement with an identification descriptor. By default, these descriptors begin with SQ followed by BUSINESS_NAME.
Virtual Terminal has a customisable Statement Identification field to personalise this descriptor per order. Simply enter in your 20-character descriptor during checkout to help your customer easily identify a past transaction at your business.
If you are interested in this feature, please reach out to us so we can activate it on your account.
Save Customer Information with Virtual Terminal
When you accept a payment using Virtual Terminal, you’ll be given the option to save the customer’s name and payment card to their profile in your Customer Directory for future payments. You’re also able to securely store a customer’s card on file from your Customer Directory.
Recurring Payments with Virtual Terminal
Streamline and automate your recurring payments right from your computer with Virtual Terminal. Save time, get paid on time, improve your cash flow and enhance customer relationships by easily scheduling recurring quick-charge or itemised sales for your repeat customers.
The only requirement to schedule your first recurring payment is to add or charge a customer’s Card on File. The processing fee for charging a Card on File is 2.2% per transaction.
Learn more about scheduling recurring payments with Virtual Terminal.
Give a Team Member Access to Use Virtual Terminal
You can configure your Team Management settings to grant access to Virtual Terminal. Before you can get started, you’ll need to create at least one team member.
Team members who wish to save customer information and charge a card on file using Virtual Terminal must have the following permissions enabled for their permission set:
View, Edit, Create and Delete Customer Directory Data
Add and Remove Customer Cards on File
Use Virtual Terminal
To give a team member access to Virtual Terminal:
Go to Staff > Team > Permissions in your online Square Dashboard.
Select the permission set the team member is assigned to.
Check Use Virtual Terminal. If applicable, check Add and Remove Customer Cards on File and View, Edit, Create and Delete Customer Directory Data to allow this team member to save and charge cards on file using Virtual Terminal.
Click Continue > Select the access points that the team member can use their permissions at.
Note: Changes made to permission sets apply to all team members assigned to that permission set. Learn more about managing permission sets and permissions.
After you grant Virtual Terminal access to your team member, they’ll receive an email with instructions for setting up their account. Team members will be able to see only the account elements for which you have granted access.
Note: Permissions are only available through Square’s Team Management.
The fee for transactions manually processed through Virtual Terminal is 2.2% per transaction. The same fee applies to Virtual Terminal payments accepted using a card on file.
The fee for in-person payments when you connect Square Terminal with Virtual Terminal is 1.6% per tap, insert or swipe. Pay 2.2% when you key in a credit or debit card number manually.
Learn more about Square’s processing fees.