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Home>Invoices on Your Square Invoices App

Manage Your Invoices With Square Invoices App

Accept Payments for Invoices from the Square Invoices App

Complete your customer Invoices right from your Square Invoices app:

  1. Select Invoices from the navigation bar.

  2. Tap on the invoice from your list or learn how to create an Invoice on your mobile device.

  3. Tap on Add Payment under the invoice status tracking and select Charge now.

  4. Swipe, Insert or Tap your customer’s card or select a separate tender type (Card on File, Cash, Gift Card, Bill or Other.)

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

  6. Your customer will automatically receive payment confirmation to the email entered for their Invoice.

Note: Invoice tipping is available and is configurable when you create an invoice.

Seller Community: Ask questions, get answers and hear how other Square Sellers are taking in-person payments for Invoices.

Resend or Archive Invoices from the Square Invoices App

  1. Select Invoices from the navigation bar.

  2. Choose on the invoice from your list that you would like to edit.

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

  4. Make the updates necessary and Resend the invoice.

  5. Confirm or edit the list of recipients cc’d on the invoice to determine who (if anyone) will be notified of invoice edits and cancellations.

Archive an Invoice

You are able to move invoices, including those cancelled and unpaid, into a separate archive to help you stay organised and hide older or less relevant invoices.

To do so:

  1. Select Invoices from the navigation bar.

  2. Choose the invoice from your list you would like to archive.

  3. Scroll down and tap on More > Archive.

In case you want to restore an invoice, select Unarchive from the menu.

To view all archived invoices, click on All Invoices at the top, and select Archive from the menu.

Customise your Invoices

You have the option to customise your default invoice settings and configure the following fields:

  • Basic settings: Choose how and when to send your invoices and when they are due, and opt to request a delivery address or set invoice reminders.

  • Invoice Customisation: Add an invoice title, message and additional custom fields for instructions, terms of use, cancellation policies or any additional details you prefer.

  • Payment settings: Set default payment settings for new invoices, such as accepted payment methods, paying with card on file with a Square Invoice, and add a tipping option.

All customisable fields can be overridden on individual invoices.

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 after Payment Options. Indicate your custom field title, text and placement, and press Save. From here, proceed to review and send your invoice as normal.

Learn more about customising your receipts and invoices

Share an Invoice From Your Square Invoices App

Share your Invoice right from your mobile device.

  1. Open the Square app > tap Invoices.

  2. Tap Create Invoice.

  3. In the delivery field, tap Share URL Manually.

  4. Complete the invoice and tap Create.

  5. Tap Copy Link to copy the shareable URL to your clipboard, or click on More Options to share the invoice with your customer(s) via email, text message or any social media channel.

You can also 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

  1. When creating an invoice, scroll to Invoice Details.

  2. Tap Reminders > toggle Schedule Payment Reminders on.

  3. Edit the default options and/or click Add Reminder to add another option.

  4. Complete and schedule or send your invoice.

Once an invoice has been 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 that are sent manually or through email. 

Send a Reminder for an Invoice from the Square Invoices App

Send a reminder for an existing, outstanding invoice.

  1. Select Invoices from the navigation bar.

  2. Choose the invoice from your list that you would like to send a reminder for.

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

Note: If an invoice is sent via SMS, a manual reminder will be sent by email if the customer has an email address on file in your Customer Directory.

Add a Service Charge to your Invoice

You can create and apply a service charge to your invoices for additional fees on top of the original invoice payment. Service charges can cover expenses like delivery costs, baggage fees or handling costs.

To apply a service charge during the invoice creation process:

1. Log in to your Invoices app and create a new invoice.
2. Within Line items, select Add line item.
3. Tap Add another line item > Service charge.
4. Select a pre-existing service charge to apply, and fill in and send your invoice as you normally would.

You can also create default service charges to add to your invoices from the Account & Settings tab of your online Square Dashboard.

Duplicate an Invoice from the Square Invoices App

  1. Select Invoices from the navigation bar.

  2. Choose on the invoice from your list that you would like to duplicate.

  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 necessary and tap the Send button in the top-right corner.

Send an Invoice Estimate From the Square Invoices App

Send an estimated price of goods/services to a potential buyer before sending out an invoice.

  1. Select the + sign from the navigation menu > tap Estimate.

  2. Tap Add Customer > create a new customer or add one from your directory. You can also add additional recipients to the estimate if you need to. 

  3. Add in an estimate title, estimate ID and custom message > press Save

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

  5. If needed, you can add Square Contracts to your Estimate. Note that contracts can be added to estimates from both iOS and Android devices. However, contracts can only be edited from your online Square Dashboard at this time. 

  6. Select AddEstimate on iOS devices or Continue on Android. 

  7. Add any Line items or multiple packages to your estimate. You can also set a Send and Expiration date or a payment schedule.

  8. Once all of your estimate details are filled out, tap Preview & send

Convert an Estimate Into an Invoice

  1. Navigate to Estimates in the navigation bar and tap on the pending estimate.

  2. Scroll down and select Convert to Invoice.

  3. Tap Send to send this invoice to your customer.

Note: 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 SMS, the auto-converted invoice will also be sent via SMS.

Archive an Estimate

You are able to move estimates, including those cancelled and unpaid, into a separate archive to help you stay organised and hide older or less relevant estimates.

To do so:

  1. Select Estimates from the navigation bar.

  2. Choose the estimate from your list you would like to archive.

  3. Scroll down and tap on More > Archive.

In case you want to restore an estimate, select Unarchive from the menu.

Note: You can narrow your search for an invoice or an estimate by searching for specific fields or keywords such as customer name, email address, phone number, title and more. You can see a detailed list of searchable options in our Support Centre.