Your Square Document Request Guide
The types of documents that apply to your Square account can vary depending on the type of business you run. The guide below will walk you through the documents we’ll be looking for should a payment dispute show up on your account.
Sample Contract Forms
If you don’t currently have signed contracts when selling your goods or services, use Square Contracts to send your customers a PDF contract to sign electronically. You can create and customise contracts tailored to your specific business type – directly from your Square Dashboard.
Not all businesses use contracts for customer transactions. If this is the case for you, make sure you upload receipts and/or invoices.
An invoice is a written document that includes a description of goods/services and the payment amount. As with contracts, Square provides a tool to assist you with creating custom invoices for your business. Please be as specific and detailed as possible when filling out invoices. The more details we have regarding a purchase, the better equipped we are to assist you if a dispute occurs.
Sample Authorisation Form
We recommend that you get signed authorisation for the full amount to be paid as well for each individual payment of a purchase. An authorisation form should accompany a contract in which you and a buyer have agreed to multi-part or recurring payments. The form should include:
Your business name and address.
Your customer’s name and credit card information.
A brief description of the transaction.
A customer signature authorising you to charge their card.
Have a set, comprehensive cancellation policy in place and communicate it to your customers before concluding a transaction. Your cancellation policy should cover returns, exchanges, and refunds and give a clear time-frame for when they can be done. Include a written version of your cancellation policy on any contracts or receipts, as well as on your website if applicable. You can learn more about how to craft cancellation and refund policies here.
Proof of Address
Having an established physical address creates more confidence and trust when it comes to disputes. Any type of bill with your name or your business’ name on it accompanied by a current physical address is acceptable. If your business does not have a physical location or you run your business from home, provide a document with your home address. Typical examples include utility bills, cable/internet bills or tax returns.
The Australian Securities and Investments Commission (ASIC) issues an Australian Company Number (ACN) for use in all business transactions. You need this before applying for an ABN (Australian Business Number). Sole traders are not required to be registered for an ACN or ABN.
Seller Permits and Licences
You may be required to have a permit or licence to perform a business transaction. The specific requirements vary from state to state. Make sure you have a valid permit or licence ready before making any transactions. The Australian Business Licence and Information Service (ABLIS) can help you to establish which permit or licence you require to conduct your business.