Square’s Virtual Terminal gives you three ways to accept card payments from your computer:

  • Swiped card payments for 2.65%
  • Manually-entered payments for 3.4% + 15¢
  • Card on File payments for 3.4% + 15¢

Take a Payment with Virtual Terminal

Manually Enter Payments From Your Computer

  1. Log into your online Square Dashboard.
  2. Navigate to Virtual Terminal > Take a Payment.
  3. Enter the amount to be charged and add an optional note to the sale.
  4. Under Payment Method, select Manually Enter Card.
  5. Enter the card details provided by your customer.
  6. Click Charge.

Swipe Cards From Your Computer

  1. Log into your online Square Dashboard.
  2. Navigate to Virtual Terminal > Take a Payment.
  3. Plug your Square Reader for Magstripe into the headphone jack of an Apple or Chromebook computer using Safari or Chrome.
  4. Enter the amount to be charged and add an optional note to the sale.
  5. Under Payment Method, select Swipe Card.
  6. Swipe card or click Charge then swipe.

Once you see Payment Successful, you’re all set and can print or send a digital receipt to your customer via email or SMS message. You can review and confirm this payment was successful from Sales > Transactions in your online Square Dashboard.

Review Square’s deposit schedule.

Save Customer Information with Virtual Terminal

Square’s Customer Directory and Card on File features make it easier to securely save and charge returning customers using your online Square Dashboard.

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.

Learn more about managing employee permissions.

Save a Customer to a Sale

To add a customer to a sale:

  1. Take a payment with Virtual Terminal using the steps outlined above.
  2. Once completed, click Customer Options.
  3. Under Add Sale to Customer, search or create a new customer.
  4. Save.

This payment will be included in the customer’s directory profile.

Save a Customer’s Card on File

To save a customer’s card on file after a payment:

  1. Take a payment with Virtual Terminal using the steps outlined above.
  2. Once completed, click Customer Options.
  3. Search or create a new customer > check the box under Save Card to Customer.
  4. Enter their full name as displayed on the payment card and their email address.
  5. Click Download Authorization Form > print, fill out and have the customer sign the authorization. Keep on file for as long as you store their credit card data.

At this point, this customer’s card will be stored to their profile in your Customer Directory.

Charge a Saved Card on File

  1. From the Virtual Terminal section of your online Square Dashboard, click Take a Payment.
  2. Under Payment Method, click Customer Card on File.
  3. Search and select a customer > select a card on file.
  4. Click Charge.

Give an employee access to use Virtual Terminal

You can configure your Employee Management settings to grant access to Virtual Terminal. Before you can get started, you’ll need to create at least one employee.

Employees who wish to save customer information and charge a card on file using Virtual Terminal must have the following permissions enabled for their role:

  • Use Customer Directory and Feedback
  • Manage Customer’s Cards on File
  • Take Payments with Virtual Terminal

To give an employee access to Virtual Terminal:

  1. Log in to the Employees section of your online Square Dashboard.
  2. Click the arrow next to the name of the employee whose permissions you’d like to update.
  3. Click Edit Role.
  4. If it has not been checked off already, toggle on Access Employee Dashboard.
  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 employee to save and charge cards on file using Virtual Terminal.
  6. Click Save.

Keep in mind that changes made to a role’s permissions apply to all employees assigned to that role. Learn more about managing employee roles and permissions.

After you grant Virtual Terminal access to your employee, they will receive an email with instructions for how set up their account. Employees will be able to see only the account elements for which you have granted access.

Note: Employee permissions are only available through Square’s Employee Management.

Fees

The fee for transactions manually processed through Virtual Terminal is 3.4% + 15¢ per transaction. The same fee applies to Virtual Terminal payments accepted using a card on file. Payments processed by swiping a card with Virtual Terminal have a 2.65% fee.

Learn more about Square’s processing fees.