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Manage Your Invoices with Square Invoices App

Accept Payments for Invoices from the Square Invoices App

  1. Select Invoices from the navigation bar.

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

  3. Tap 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, Cheque 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 address entered for their invoice.

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

Payments from the Square Invoices app do not support paper signatures and all card signatures will be on the device screen, regardless of whether the device setting Customer Signs on Device is disabled.

Resend and Archive Invoices from the Square Invoices App

Resend an Invoice

  1. Select Invoices from the navigation bar.

  2. Choose the invoice from your list that you’d like to edit.

  3. Tap Edit or Cancel Invoice.

  4. Make any updates needed and tap Resend.

  5. Confirm or edit the list of recipients copied on the invoice to determine who will be notified of invoice edits and cancellations.

Archive an Invoice

You can 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 that you’d like to archive.

  3. Scroll down and tap More > Archive.

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

To view all archived invoices, select All Invoices > Archive from the menu.

Customise Your Invoices

Customise your default invoice settings and adjust the following fields:

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

  • Invoice Customisation: Add an invoice title, message and additional custom fields, like terms of use, cancellation policies or other details.

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

All customisable fields can be changed on individual invoices.

You can add a customisable field to your invoice, such as your terms and 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. Enter your custom field title and text, choose the field placement and press Save. Review and send your invoice as normal.

Learn more about customising your receipts and invoices.

Share an Invoice from Your Square Invoices App

  1. Open the Square Invoices app and 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 select 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 then toggle on Schedule Payment Reminders on.

  3. Edit the default options. Select Add Reminder to add another option.

  4. Complete and schedule or send your invoice.

Once an invoice is 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 sent manually or via email. 

Send a Reminder for an Invoice from the Square Invoices App

  1. Select Invoices from the navigation bar.

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

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

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

Duplicate an Invoice from the Square Invoices App

  1. Select Invoices from the navigation bar.

  2. Choose the invoice from your list you want to duplicate.

  3. Scroll to the bottom of the invoice details and tap Duplicate.

  4. A new invoice page with the previous details will appear. Change the appropriate sections as necessary and tap Send.

Send an Invoice Estimate from the Square Invoices App

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

  1. Select + from the navigation menu and tap Estimate.

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

  3. Add an estimate title, estimate ID and custom message, then tap Save.

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

  5. If needed, you can add Square Contracts to your estimate. Select Add Estimate on iOS devices or Continue on Android. Note: 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 Line items or multiple packages to your estimate. You can also set a Send date, Service or sale date, and an expiry 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. Go 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 text message, the auto-converted invoice will also be sent via text message.

Archive an Estimate

You can move estimates, including cancelled and unpaid estimates, 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 that you want to archive.

  3. Scroll down and tap More > Archive.

If 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. Review a detailed list of searchable invoice fields in our Support Centre.

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