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Home>Taking Payments On A Mobile Device

Send and Manage Invoices on Your Square Point of Sale App

Square Invoices are available directly from the Square POS app. Request payment for goods or services, set up recurring payments, search for your customers by name, take a partial or full payment in person, attach contracts and even send reminders when an invoice is overdue – all from your mobile device or tablet.

Before getting started, make sure the Square app is up to date to use this feature.

Invoices in the Square app Landscape view

Note: If you have employees, they’ll need to have the Manage and Create Invoices permission enabled to send invoices from the Square POS app.

Create Invoices from the Square POS App

  1. Tap More from the navigation bar at the bottom of your screen and select Invoices from the navigation menu > Create Invoice.

  2. Tap Add Customer > create a new customer or add one from your directory. Include additional recipients and request a shipping address if you need to.

  3. Select any Line items to add to the invoice. Tap Add another item to apply a service charge the invoice. Note: Default service charges can be created from the Account & Settings tab of your online Square Dashboard. Alternatively, you can set up variable service charges, which allow you to specify the exact amount or percentage at the time of cart building.

  4. You can set up a late fee charge for invoice payments at the time of creating a new invoice. To do so, click Late fee under the invoice’s total amount, and set a percentage or flat rate and grace period.

  5. Under Payment schedule, choose a payment schedule, opt to request a deposit or split the invoice payment into multiple milestones. 

  6. Choose to make the invoice Recurring or One-time, and select when the invoice is Due and when to Send the invoice. Add in an optional Sale or service date if needed.

  7. Indicate which Payment method you’ll accept for the invoice.

  8. Add invoice Details, such as invoice title, invoice ID and a custom message > tap Save.

  9. If you want to add an attachment, choose to add in a photo from your mobile device, take a photo or attach a PDF.

  10. If needed, add Square Contracts to your invoice. Note: Contracts can be added to invoices from both iOS and Android devices. However, contracts can only be edited from your online Square Dashboard at this time.

  11. Tap Continue to choose your communication method and add Payment reminders.

  12. Once all of your invoice details are filled in, tap Send invoice.

Note: Invoice defaults can be viewed and edited on your online Square Dashboard or in the Square Invoices app (iOS devices only.)

Your customers can pay Square Invoices using any supported payment card, Apple Pay or Google Pay. Paid invoices will appear within your in-app Transactions and your online Square Dashboard under Transactions.

Invoice Creation Screen Tablet

Automatically Convert Estimates to Invoices

With Square Invoices Plus, you can opt to have your estimate auto-convert to an invoice once your customer accepts your estimate or save the invoice as a draft to send at a later date. If you choose to have estimates automatically converted to invoices, the invoice title and description will remain the same as the estimate, and the buyer will be able to complete payment upon acceptance.

To turn on the auto-convert feature:

  1. Log in to your Invoices app.

  2. Create an estimate.

  3. On the Details step, toggle on Automatically convert estimate to invoice when customer accepts.

  4. You’ll have the option to have the auto-converted invoice be saved as a draft or sent to the buyer automatically.

When an estimate is auto-converted to an invoice, the converted invoice will use the same delivery method as the estimate. So, if an estimate is sent via text message, the auto-converted invoice will also be sent via text message.

Note: Sellers can set reminders for payment schedules in an estimate, but they will not be sent until the estimate is converted to an invoice. All dates are relative to the date of when an estimate is converted to an invoice and sent. Reminders will not be sent for invoices delivered via text message.

Add Attachments to Invoices

  1. When creating an invoice, select Add Attachment.

  2. Choose an image from your photo library or take a photo.

  3. Edit image name if needed and tap Upload.

  4. To add additional attachments return to step 1.

  5. Tap Send.

Note: Image files and PDFs can be uploaded with a combined file size limit of 25 MB with a maximum of 10 files. You can upload file types PDF, PNG and JPG.

Do not use this feature to upload any personal health information, illegal content or content in violation of the Terms of Service. Content you upload may be reviewed and used by Square in connection with contesting a chargeback.

Accept Payments for Invoices from the Square POS App

You can use the Square POS app to complete any invoices sent from your app or Dashboard.

  1. Tap More from the navigation bar at the bottom of your screen and select Invoices from the navigation menu.

  2. Click on the invoice from your list or learn how to create an Invoice on your mobile device > tap Add Payment.

  3. Swipe, insert or tap your customer’s card, charge a saved card on file or select a separate tender type (Cash, Gift Card, Cheque or Other.)

  4. You’ll see a final screen that reads Invoice Paid after the payment completes.

Your customer will automatically receive payment confirmation at the email address or phone number (if you chose to share manually) entered for their Invoice.

Tipping will only be available if enabled when the invoice is created. Point of Sale Tipping settings do not affect invoices.

Note: Invoice payments do not support paper signatures and all card signatures will be on the device screen, regardless of whether the device setting Customer Signs on Device is disabled.

Edit, Resend or Cancel Invoices from the Square POS App

  1. Tap More from the navigation bar at the bottom of your screen and select Invoices from the navigation menu.

  2. Tap the invoice from your list that you’d like to edit.

  3. Tap Edit in the top-right corner or Cancel Invoice at the bottom of the screen.

  4. Make the updates necessary, and then tap Resend.

  5. Confirm or edit the list of recipients copied on the invoice to determine who’ll be notified of invoice edits and cancellations.

Note: You can search invoices and estimates based on several fields such as customer name, email address, phone number, title and more. Review our full list of searchable options in our Support Centre.

Share an Invoice with your Mobile Device

You can share your invoice directly from your mobile device. To do so:

  1. Open the Square POS app and tap More > Invoices.

  2. Tap Create Invoice.

  3. In the delivery field, tap Send invoice by email, Share by text message or Share URL manually.

  4. Complete the invoice and tap Create.

You also can find a share link button within an existing invoice. Copy the invoice URL at the bottom of the invoice details screen to share it from your mobile device.

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

Add Automatic Reminders to Invoices from the Square POS App

  1. When creating an invoice, fill in all relevant fields from billing information to line items to payment schedule and method.

  2. Tap Continue.

  3. Click Payment reminders.

  4. Edit the default options. Select Add reminder to add another option.

  5. Complete and schedule or send your invoice.

Once an invoice is paid, reminders will no longer be sent.

Note: If an invoice is sent via text message, automatic reminders will not be sent to your customers. Automatic reminders only apply to invoices sent manually or via email. 

Send a Reminder for an Invoice from the Square POS App

  1. Tap More and select Invoices from the navigation menu.

  2. Tap the invoice from your list that you’d like to send a reminder for. If you’re having trouble locating a specific invoice, you can search by using several filters.

  3. Scroll to the bottom of the invoice details and tap Send Reminder.

Duplicate an Invoice from the Square POS App

  1. Tap More and select Invoices from the navigation menu.

  2. Tap the invoice from your list that you’d like to duplicate. Use filters to narrow the list of invoices.

  3. Scroll to the bottom of the invoice details and tap the Duplicate button.

  4. A new invoice page with the previous details will appear. Change the appropriate sections as needed, then tap Send.

Learn more about: Invoices

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