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Home>Manage Online Orders

Manage Online Orders with Square

You can accept online orders through Square Online, integrate with an eCommerce partner or by working with a developer to integrate with our Orders API. When you start accepting orders, you can track and manage multiple fulfilment types from both the online Square Dashboard and Square POS app.

Get Started

Learn how to set up and get started managing orders.

Set Up Square Online

  1. From your online Square Dashboard > Online.

  2. Click Get Started for free.

  3. You can choose to set up either a single ordering page, or a multi-page full eCommerce website. Once you make your selection, click Next.

  4. Lastly, choose your business and fulfillment type.

Review answers to Frequently Asked Questions and learn more about setting up Square Online.

Integrate an Order Partner

  1. Head to your online Square Dashboard > Orders > Order Partners.

  2. Click Get Started for the ordering partners you’d like to integrate with your Square account.

You can also connect to partners through the Square App Marketplace.

To start accepting orders, you’ll need to complete the setup flow for each integrated partnership.

View Partnership Integrations

You can also view your active partnership integrations from the App Marketplace online:

  1. Head to your online Square Dashboard > Apps.

  2. Select My Apps.

Use Square’s API

Square’s API allows you to build a payment platform from the ground up while using Square to securely process your online payments – as such, you may need to hire a developer since technical knowledge is required. Learn more about setting up and using Square’s API.

Manage Orders Online

Whether you’re using Square Online or one of our eCommerce ordering partners, you can sell online and manage your customer orders directly from the Orders tab of your online Square Dashboard.

For easy visibility, all new orders will be highlighted green. Once the order is read and order details are viewed, the highlighting will disappear and you can continue to fulfill your incoming orders.

Delivery Orders

If a customer purchases an item from Square Online, they can have it delivered via your courier from a brick and mortar location. To manage delivery orders from your online Square Dashboard:

  1. Head to the Orders tab of your online Square Dashboard.

  2. From here, you’ll see a list of your orders. You can use the filters to view Active, Completed or All Orders. For more targeted results, sort by the order or fulfillment date. Once you’re ready, click on an order to take action.

  3. To alert your customer to the order being made, click Mark in Progress. You can make arrangements with your established courier outside of Square.

  4. When you have finished preparing the order, move it to the Prepared state by clicking Mark as Ready. This tells your courier that the order is prepared and ready for pickup.

  5. When your courier arrives and picks up the order, move the order into the Completed fulfillment state by tapping Mark as Complete. This ends the tracking of the order.

  6. Direct your courier to deliver the customer’s order via the information printed on the order ticket.

Pickup Orders

If a customer purchases an item from Square Online, they can pick it up from a brick and mortar location. To manage pickup orders from your online Square Dashboard:

  1. Head to the Orders tab of your online Square Dashboard.

  2. From here, you’ll see a list of your orders. You can search by customer contact information (name, phone number or email address), order ID or use the filters to view Active, Completed or All Orders. For more targeted results, sort by the order or fulfillment date. Once you’re ready, click on an order to take action.

  3. If you’re ready for your customer to pick up an order, click Mark as Ready.

  4. Once your customer picks up their item(s), locate the order and select Mark Picked Up.

Curbside Orders

Curbside pickup is a quick and easy way for you to implement convenient and contactless commerce. Customers can place their order in-app (through Square Online or another partner integration) and track the status of their order. Customers can arrive curbside to your business to collect their order. You will know when your customer has arrived via an alert in Order Manager or your customer may call or text you. To manage curbside orders from your online Square Dashboard:

  1. Head to the Orders tab of your online Square Dashboard.

  2. You’ll see a list of your orders. You can use the filters to view Active, Completed, or All Orders. For more targeted results, sort by the order or fulfillment date. Once you’re ready, click on an order to take action. Curbside will be listed as a fulfillment type, along with customer information, items and order details.

  3. Select Mark as in progress to allow for fulfillment in the kitchen/retail store.

  4. When the order is delivered to the customer curbside, mark the order as Completed.

You can also navigate to the Curbside tab within the Orders section of your dashboard to see all curbside orders that have been placed with your business. Orders appear in your Orders tab as soon as a customer has completed payment.

Shipment Orders

To manage shipment orders from your online Square Dashboard:

  1. Head to the Orders tab of your online Square Dashboard.

  2. Locate and select the New order to view the order details. You can also search by the customer contact information (name, phone number or email address).

  3. Click Mark as In Progress. The order status will update to In Progress.

  4. Once you’ve completed the order, you can update the status by selecting Mark Shipped.

  5. Next, add the shipping carrier and include a tracking number or click Skip Tracking. Note: When you add the carrier and tracking number from your Square Dashboard, the information will not appear in your Square Online account. However, if you add the shipping information on your Square Online Overview page and you’re subscribed to paid version of Square Online, the carrier and the tracking number will populate in your Square Dashboard.

  6. Once you’re all set, click Save.

Once you complete an order, you can View transaction details.

Since customers will be charged as soon as they complete the checkout flow in Square Online, your transaction details will reflect the time your customer placed the original order.

Manage Orders from the POS App

You can also manage online orders directly from the Square POS app. Each order will fall into one of the following fulfilment types, to help you manage your orders at a glance:

  • Delivery

  • Shipment

  • Pickup

  • Curbside

  • Digital

Settings

To update your preference for notifications and ticket printing from the POS app, open the navigation menu > Settings, and scroll down to Orders.

  • Alerts: To get a push notification on your mobile device when you receive a new order, toggle on Allow Notifications. You need to allow notifications for the Square POS app on your iOS or Android device to receive these alerts. You can also toggle on Allow curbside alerts to receive an alert when your customer arrives. Square Terminal will display an in-app push message, rather than an operating system-level push.

  • Printer Settings: Choose to either manually print tickets for new orders or automatically print new orders when they come in.

  • Quick Actions: When you open the Order tab, you’ll see the master view of all orders. Quick Actions allow you to update the status of an order without opening the order details page.

Create a Printer Station for Orders

Setting up a printer station will have slightly different directions for Android and iOS. Please review the directions for your device below.

To set up a printer station on Android and iOS devices:

  1. Navigate to Settings > Hardware > Printers.

  2. Create a new printer station or update the settings on an existing printer station.

  3. Tap Printer and select your printer. To test your connection, tap Test Print.

  4. Under Use this printer for, navigate to Online order tickets.

  5. Toggle on Use this printer for online order tickets and select categories you want to print.

Order Fulfilment Status

Each order falls into one of the following fulfilment states:

  • Active: All orders that need to be accepted, or orders in progress (i.e. not completed).

  • New: All orders awaiting action. If auto-printing is enabled, new orders will print as they come in.

  • In Progress: Orders being prepared.

  • Ready: All orders ready for pickup (by diners or couriers).

  • Completed: All completed or cancelled orders.

The status of an order will be in red if the order is “at risk” of being late. This is determined by looking at the prep time, pickup time and the time the order was placed. You can set these timelines from the Settings tab in Square Online.

For example, if an order is placed at 10:00 a.m. for pickup at 10:30 a.m. and there’s a prep time of 35 minutes, the order status will be marked in red as the order is at risk of not making the pickup time. Orders marked in green are not at risk of being late.

Order Source

In addition to the order status, you’ll also see a breakdown of orders by Source. For example, if you have active orders coming in from Square Online, you’ll see both online ordering platforms listed. Note: If you do not have active orders for a particular platform, you will not see it listed.

Orders will appear top-down, newest to oldest.

Order Payment Status

Each order will be assigned a Payment Status that can be viewed alongside Fulfilment Status and Order Type. The three Payment Statuses are Authorized, Paid and Void.

  • Authorized: The order amount has a payment authorization, indicating that the payment is secured, but not yet completed (guaranteed). This status is desirable if the seller would like to capture payment at a later time.

  • Paid: Orders that have been paid in full by the buyer.

  • Void: Orders that have been cancelled.

Order Payment Status is visible for orders on both your online Square Dashboard and your Point of Sale app for iOS and Android.

Manage Pickup, Curbside and Delivery Orders

  1. Tap the three horizontal lines to bring up the Main Menu > Orders > Pickup, Curbside or Delivery. You’ll see each order listed, along with the time elapsed since the original order was placed.

  2. Tap an order to bring up the details page and click Mark as In Progress. The order status will update to In Progress.

  3. When you’re ready for the order to be picked up, tap Mark as Ready.

  4. Once the order leaves your business, tap Mark as Picked Up.

Delay Pickup Time of an Order

During busy shifts with more orders coming in than expected, you may want to delay the pickup time so that the delivery person or customer knows they can pick up their order at a later time. Delay orders as soon as you know you can’t make the expected time to avoid waiting customers or couriers. Order delays are accepted per service and integration type, so check with your integration that you can delay your orders if needed. These edits can be made on your online Square Dashboard.

To adjust the ready/shipping time for an order:

  1. From the Order Manager on your online online Square Dashboard, select an order that you would like to delay and open it.

  2. For orders that can be delayed, you will see a right pointing arrow next to the time. Select Edit.

  3. Select from a pre-selected list of time intervals (by 15 minute increments) or select Other to manually select a time period.

  4. Tap Save and we will send the update to the integration (where your buyer order) and then integration will let the buyer/courier know that the order is delayed.

Please keep in mind that some orders cannot be delayed. Please check with your integration provider to see if it’s possible.

Manage Shipment Orders

  1. Tap the three horizontal lines to bring up the Main Menu > Orders > Shipment.

  2. Tap an order to bring up the details page and click Mark as In Progress. The order status will update to In Progress.

  3. When you’re ready to ship out your customers items, tap Marked as Shipped. Confirm the items included in the order. Enter the package tracking number and select a carrier, or tap Skip Tracking.

You can view historical completed orders in the Completed tab at any time.

Learn more about Square Online.

Manage Orders on Square Terminal

Through Square Terminal you are able to manage your orders directly from your hand-held device. You can view and filter your orders by status or type, update order progress and have your orders printed from the Square Terminal’s built in printer.

You earn more about managing orders on Square Terminal in our Support Centre.

Order Reporting

If you use multiple ordering channels, you can filter your sales reports and transaction details from your online Square Dashboard by Source – gain insights into your most popular ordering platforms and keep your reporting organized with just a couple of clicks.

To view reporting information by source:

  1. Head to Reports in your online Square Dashboard.

  2. In the Display By and Filter By section of your reports, you’ll see the option to Display by Source.

  3. Select the ordering channels you’d like to review.

To view order source from your transactions:

  1. Head to Transactions in your online Square Dashboard.

  2. You’ll see the source filter at the top of the page. Click to select specific sources.

Once you apply the Source filter, you can combine other filters, like Locations, Employees or timeframe to drill down and customize your reporting view.

Learn more about reporting with Square.

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