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Virtual Terminal FAQs

How is Virtual Terminal different from using Square Invoices?

You can use both Square’s online invoices and Virtual Terminal to bill your customers via your online Square Dashboard.

Invoices are ideal for sellers who don’t need to instantly collect payment, want to bill their customers via email or set up recurring payments. Customers will receive the emailed invoice and enter their payment card details on their end.

Learn more about sending Square Invoices.

Virtual Terminal is suited for sellers who want to immediately charge their customers using a computer, either in person or remotely, for orders received over the phone or by email.

Square’s standard processing fee for processing Invoices and Virtual Terminal payments is 2.2%.

What payment details do I need to collect from my customer to key-in a payment?

You’ll need the following information to accept a payment with Virtual Terminal:

  • Card number
  • Expiration date
  • CVV/CVV2

We also provide you a field to include a note for your records, with a length of up to 60 characters. Note: The note field is for your records and you should not record personal, card or other sensitive information in that field.

If your customer has requested a digital payment confirmation, you can enter their email or mobile number. This will be used to automatically send your customer a customised digital payment confirmation of the transaction.

Can I add items, taxes and discounts to a sale with Virtual Terminal?

Yes. You’re able to add existing items from your Item Library to a sale – including modifiers, taxes, and discounts. You’re also able to apply discounts and taxes to a single-use custom amount or item using the Itemised Sale option.

Does Virtual Terminal work with Card on File?

Yes, you can securely store and charge a customer’s card on file using Virtual Terminal.

Can I schedule recurring payments with Virtual Terminal?

Yes, you can schedule recurring quick-charge or itemised sales using a customer’s Card on File. Learn how to schedule and manage Recurring Payments with Virtual Terminal.

Can I use Virtual Terminal on my mobile device to swipe, insert or tap payments?

You can key-in transactions through Virtual Terminal. To swipe, insert or tap payments, download Square Point of Sale. The dedicated Square Point of Sale app is designed to accept payments on a mobile device. If you have not done so already, download the Square app and purchase a Square Reader to take card payments on a compatible iOS or Android device.

How do I see transactions processed through Virtual Terminal?

Payments processed using Virtual Terminal will be included in your sales reports. Visit the Reports section of your online Square Dashboard to view your sales reports. You can also visit the Transactions section to view full transaction details, including the payment source, by exporting your Transactions CSV.

Should I provide an email or a mobile number for my customer?

You should only provide a customer email or mobile number if your customer has requested a digital payment confirmation. This email or mobile number will be used to automatically send your customer a digital payment confirmation of the transaction.

How can I process a refund for a transaction taken through Virtual Terminal?

You can process refunds directly from the Transactions section of your online Square Dashboard or Square app in the same way as any other payment. Learn how to process a refund.

Can my team member access Virtual Terminal if they do not have access to Square Dashboard?

Team members need to have access to the online Square Dashboard to use Virtual Terminal. Should you prefer limiting their access to taking payments, follow these steps:

  1. Log in to the Team Members section of your online Square Dashboard.
  2. Select the name of the team member whose permissions you’d like to update.
  3. Click Edit next to Permissions.
  4. Select a role which has Access Team Dashboard enabled, or click Edit Permissions and toggle Access Team Dashboard on.
  5. Check Take Payments with Virtual Terminal. If applicable, check Manage Customer’s Cards on File and Use Customer Directory and Feedback to allow this team member to save and charge cards on file using Virtual Terminal.
  6. Click Save.