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 customize 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 Authorization Form
We recommend that you get signed authorization for the full amount to be paid as well for each individual payment if a purchase. An authorization form should accompany a contract in which you and a buyer have agreed to multi-part or recurring payments. Square has authorization form templates available here.
Please keep in mind per PCI Compliance, sellers are not permitted to store a customer’s CVV in any form. We recommend that you obtain verbal confirmation of CVV when adding a card on file from the Square Dashboard. You might also consider requesting this information in-person when your customer is present and filling out the authorization form.
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.
Generally, businesses need to be registered with the province or territory they operate within to be legally recognized. Contact your provincial and territorial governments to register your business with them. The details of this process depend on where your business is located. You can find more information of your local requirements here.
Seller Permits and Licences
In order to do business in Canada, and to comply with government regulations, you may need a variety of licences and permits from different levels of government. The specific requirements to obtain a seller’s permit vary based on your locations. Make sure you have a valid one ready to display before making any transactions. Use the permits and licences search to find out which ones may apply to your business. Please note that while most provinces and territories are represented in the search, many municipalities and industry sectors are not included.
Articles of Incorporation
When you start a business, you need to apply for a Business Number or Quebec Enterprise Number so the government can process your business’s taxes. Once you’ve registered, your state will issue you a number, or “articles of incorporation” if you have opted to incorporate your business. Contact your provincial and territorial governments to register your business with them. You can find more information of your local requirements here.