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Manage Your Square Invoices

With Square Invoices you can send digital invoices, recurring series, or estimates from anywhere—via email, text message, or manually. You can track which invoices are paid and unpaid, send reminders and accept payments, or configure your invoice settings all in real time.

Edit, Cancel, or Archive Invoices

There are several actions you can take under the Invoices section of your online Square Dashboard to help you better manage your invoices.

Edit an Invoice

  1. Go to Invoices in your online Square Dashboard.
  2. Click ••• next to the desired invoice.
  3. Click Edit to update the invoice details.

Cancel an Invoice

To cancel an invoice, select the invoice and click ••• > Cancel > choose to notify receipients that the invoice was cancelled > Cancel invoice.

Note: This action can not be undone.

To cancel a recurring invoices series, select the invoice and click ••• > End series > Confirm.

Note: Once confirmed, no future invoices will be sent from this series. Any outstanding invoices still apply.

If an invoice has already been paid, you can’t cancel or delete it from your payment history, but you can issue a refund to balance your books.

Note: When you issue a refund for an invoice sold with a decimal quantity, you will need to refund the entire item.

For your protection, Square can occasionally cancel an invoice if there have been too many failed attempts to pay it. You may duplicate the canceled invoice and send it to your customer again. Verify your customer’s identity since the transactions have been declined by the card issuer, not Square. Learn more about potential scams and how to accept payment cards safely.

Duplicate an Invoice

Save time by duplicating an existing invoice. To do so, select the desired invoice, click ••• > Duplicate.

Print or Download as PDF

If you would like to save an invoice as a PDF or print it for your customer, click ••• next to the invoice and click Print or Download PDF.

Note: Printing an invoice isn’t available on mobile browsers at this time.

Archive an Invoice

You are able to move invoices, including those cancelled and unpaid, into a separate archive to help you stay organised and hide older or less relevant invoices. To do so, click ••• next to the desired invoice > Archive.

To view all archived invoices, click on All invoices at the top, and select Archive from the drop-down menu.

Note: Archiving an invoice will not affect reporting metrics or reminders set for that invoice.

Record a Payment

If you receive a payment for an invoice outside of Square Invoices, you can mark the invoice as “Paid” from your online Square Dashboard. To do so:

  1. Select the invoice.
  2. Select ••• > Add Payment.
  3. Under Method, select Record payment.
  4. Choose the payment type, then select Confirm.

No processing fees are applied when an invoice is recorded.

If your customer wants to pay their invoice in person, you can accept payment right through your Square Point of Sale. Learn how to accept payments for your invoices through the Square Point of Sale app.

Note: For your protection, Square can occasionally cancel an invoice if there have been too many failed attempts to pay it. You may duplicate the cancelled invoice and send it to your customer again. Please verify your customer’s identity since the transactions have been declined by the card issuer, not Square. Learn more about potential scams and how to accept payment cards safely.

Filter Invoices

Filter and view invoices by status from your online Square Dashboard and the Square Point of Sale app. Filters include:

Filter Description
Sent Unpaid, Overdue, Paid, Refunded, Cancelled, and Failed invoices
Outstanding Unpaid, Overdue, and Undelivered invoices
Paid All invoices that are Paid, and fully or partially refunded
Payment Pending A temporary status applied to an Invoice that is in the process of being paid.
Scheduled Includes the next Recurring invoice instances that have not been sent, as well as normal Scheduled invoices.
Drafts Drafted invoices that have yet to be Sent or Scheduled
Recurring Invoice Filter Description
Active Active recurring series with scheduled invoices
Ended Recurring series with all scheduled invoices sent, or a series that has been manually ended
Drafts Drafted recurring invoices that have yet to be sent or scheduled

You can also locate specific invoices by searching across the following fields:

  • Customer Name

  • Customer Phone Number

  • Customer Email Address

  • Customer Billing Address

  • Customer Company Name

  • Invoice ID

  • Invoice Title

  • Invoice Message

  • Line Item Names

Invoices Settings

You can manage certain Invoice settings from your online Square Dashboard or Square Invoices app.

Edit settings from the Square Invoices app

You can change the following default settings for new invoices from the Square Invoices App only:

  • Invoice Title: Set a shared title between all your invoices.
  • Message: Add a default message that will appear on your invoices.
  • Invoice Method: Select between sending your invoices by email, SMS, or by sharing them manually.
  • Send: Choose a default frequency to send your invoices.
  • Due: Select when the invoice will be due (upon receipt, or in a certain amount of days).
  • Reminders: You will be able to schedule payment reminders for your invoices. Select Edit Reminders to modify reminder frequency and create new reminders. Note: Once an invoice has been paid, reminders will no longer be sent. Reminders will not be sent for invoices that are delivered via text message. 
  • Shipping Address: Check the box to request a shipping address in your invoices.
  • Tipping: Check this box to give your customers the option to add a tip when paying for the invoice.
  • Card on File: If selected, customers will have the option to save their payment card when paying the invoice. If they do so, you will have the option to charge future invoices to the saved card instead of sending the invoice for payment.

Edit Settings Online

Invoice default settings have been transferred to your default template. You can find and edit any previous settings within the “Invoice” template.

Templates

With Square Invoices Plus, you can customise your invoices with invoice templates or set a default template to use when creating a new invoice. Invoice templates automatically fill in your invoice information, decreasing the amount of time and effort you’ll spend creating invoices. With each unique template, you can:

  • Customise basic details: Add an invoice title and message that will be visible to your customer.
  • Save a default custom message: Add your terms of service, cancellation policy, return policy, or any other personalized message to your customised invoice in the Message field.
  • Choose your payment settings: Pick 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 Customize, and go to the Note section. Be sure to hit Save once you’ve selected your price point and taxes and added your note.
  • Share your invoice: Choose how you’ll send your invoice to your customers—via email or manually. You can also schedule payment reminders to be sent to your customer.
  • Add custom fields: You can add a custom field—such as terms of service, cancellation policy, return policy, or any other personalised message—to your invoice and choose its placement within the template.

Invoice Management

You can manage your invoice branding, inventory management, and team management settings from your online Square Dashboard.

If you’re using Team Management, you can also give your team members access to creating invoices online. To do so, make sure “Invoices access” permissions is enabled.

Estimates Settings

Configure the default settings for new estimate—you can configure the title, message, delivery method, or send/expire settings. These settings can be overridden on individual estimates.

Notifications Settings

Under Notifications, you can choose to receive an in-app or email every time an invoice or estimate is viewed, sent, updated, paid, or cancelled, as well as when an invoice reminder is sent.

Note: All settings modified from your online Square Dashboard will also be reflected in your mobile devices. Only accounts with Owner and Administrator level permissions will receive email and push notifications.

View Your Outstanding Invoice Report

From Reports, you can:

  • View a list of customers who have outstanding invoices,

  • Total amount you are owed across all customers,

  • Filter and search for a specific customer,

  • View how many days each invoice is overdue,

  • Send your customers a reminder to pay the outstanding balance, or

  • View a filtered list of outstanding invoices for a particular customer.

This will help you keep track of your cash flow and view who owes you money and how much, all in one place.

To send a reminder or invoice statement:

  1. Click ••• > Send Reminders.

  2. Add a custom message (optional), select up to 10 invoices.

  3. Click Send.

You will also be able to download your reports as a .CSV file. To do so, select Export and a file will download to your computer.

Attach a Contract to your Invoices

You can attach a Square Contract directly to your invoice or estimate from your online Square Dashboard. By associating a contract with your invoice or estimate, you’ll have the ability to document a signature-based agreement and establish clear expectations with your customer — increasing your protection against disputed payments.

To get started:

  1. Go to Invoices in your online Square Dashboard > Create Invoice.

  2. Once you’ve filled out the required invoice details, select Attach a Square contract in the More Options section. Note: You can attach both signed or unsigned contracts, but not drafts.

  3. Use the search tool to select the Square contract you want, then select Save.

Note: Square provides sample templates for you to create your own contract. Square does not provide any legal advice, and we do not guarantee or advise that any contract is suitable for your purposes or enforceable in any jurisdiction. See Square Contracts Terms and Conditions.

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