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Send Square Invoices Online

With Square Invoices, you can request payment for goods or services either from your online Square Dashboard, the Square Invoices app or the Square Point of Sale app using a supported mobile device. Using these tools, you can create and send invoices, create a recurring invoice series or an invoice template, create and send estimates and schedule invoice deliveries.

From your Invoice settings tab, you can create templates automatically filled with your invoice information to help you save time. You can create up to 100 unique templates customised with specific invoice details, payment information and more. Learn more about creating invoice templates and customising your receipts and invoices in our Support Centre.

Be sure to also follow best practices for Square Invoices to make the most of this product.

Send Invoices Manually through Dashboard

To send invoices manually online:

  1. Navigate to Invoices in your online Square Dashboard > Create Invoice.

  2. Select a customer from your Customer Directory or enter a new name, and email address or phone number.

  3. For ID, title, message, attachments, select Edit to add an optional Invoice Title, and edit the Invoice ID to match your records.

  4. Add a personal Message. If you would like to use the same message for all of your invoices, edit the message under this field in Settings > Invoices.

  5. Select the Frequency for this invoice.

  6. Choose when to Send the invoice, and when it’s Due.

  7. Under Line items, Add Items and unit types, then use Customise to apply modifiers, notes and taxes.

  8. Add any applicable discounts:

    • To add a discount to the entire invoice, click Add Discount.

    • To add a discount to a specific item, click Customise next to the item. Note: Only existing, fixed-percentage discounts can be applied to an item. You must set up taxes and create discounts prior to adding them to an invoice.

  9. If applicable, click Add service charge to apply a service charge for fees that will be added to the original invoice amount, such as delivery or handling costs. You can create a new service charge while creating your invoice or select an existing service charge to apply. Default service charges can be created from the Account & Settings section of your online Square Dashboard.

  10. Select the Payment Options. If the customer has a card on file, you can select from Payment methods on file. You can also choose one of the other Payment method options including credit or debit card, ACH bank transfer or gift card.

  11. Select if you will allow customers to add a tip or save a card on file.

  12. Choose to Share viaEmail, Text Message or Manually and add additional recipients as needed.

  13. Use the default reminders, or click Edit reminders to change. Reminders will not be sent for invoices that are sent via text message.

  14. As a final step, select if you want to Request a Delivery Address or Attach a Square Contract to your invoice.

  15. Preview, Save as Draft or Send using the buttons in the top right.

Add Custom Fields

You can add a customisable field to your invoice, such as your terms & conditions or a return policy, and decide the placement of the custom field on your invoice.

When creating an invoice, select Add a custom field. Indicate your custom field title, text and placement, and select Save. From here, proceed to review and send your invoice as normal.

Set Up a Payment Schedule

You can set up a payment schedule for an invoice with your customers. With progress invoices, you can allow your customer to make up to 12 milestone payments, not including the initial deposit payment (if one was requested).

Learn more about progress invoices.

Locate an Invoice, Estimate or Recurring Series

Using the search bar found on the Invoices Overview page within your online Square Dashboard, you can search for a specific invoice, estimate or recurring invoice series. Search by inserting the customer name, email address, company name and more.

Learn more about searchable filters, and managing your Square Invoices.

Customised Quotes

If you already use Square Invoices and Square Online, you can use a contact form on a Square Online website to allow your buyers to contact you, and request customised quotes for the services they would pay for with your invoices.

Learn more about getting started with Square Online.

VAT Compliance

The Square Invoices product will send an invoice, as well as a payment receipt upon completion, to the customer's email. In order for Square’s auto-generated invoice to be VAT compliant when you are selling to another business, you must include several pieces of information in the Notes field, including the following:

  • Customer VAT number.

  • Quantity order of each item.

  • Price per item (excluding VAT).

  • Discount offered per item.

  • Credit Memo details required.

We are working hard to make Square Invoices compliant. Square Invoices can be used alongside an alternative invoice provider, or by including the above information in the Square Invoices notes field (in order to ensure your invoices are VAT compliant).

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