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Home>Items and Inventory

Create and Manage Items Online

With Square's Item Library, you can create items to have a set price list, track item sales and track your inventory. Learn how to create, edit and import items from the Square Dashboard.

Want to sync your Item Library with Square Online? Learn more about item sync.

Create Items Online

Once you select your unit types, you’re ready to start setting up your item library.

Note: Item descriptions have a 4000 character limit.

  1. If you’re adding an item image*, we recommend the following image specs:

    • High resolution

    • Supported image format (.jpg, .jpeg, .png, .spin and .gif files)

    • Dimensions that are square

    • Up to 20 MB in size, but less than 500 KB – this is optimal for loading speed and search result rankings online

    • A size of 2560 x 2560 pixels

  2. Click Add Variations. Fill in the variation details. If your item has a bar code, add the SKU or UPC in the SKU field.

    Add variations:

  3. To add additional variations (e.g. small, medium, large), click Add Variation.

    Note on team permissions: Team members are only able to edit variation prices at the locations where they have been granted access.

  4. If needed, you can add images by selecting the item variation then clicking Add images. Select multiple images from the Image library window, then select Upload.

  5. Enable Square Online Checkout links to sell individual items through email, text message, social media or Square Marketing.

  6. Once you complete editing properties for the item, click Save.

Next, set up any item options, variations, units, menus or custom attributes.

Add options

Add a custom set of item options to an item to create and group variations. For example, a size option set can create variations such as small, medium and large.

  1. Select an Option set name from a previously created list or click Add Option to create a new set.
  2. Enter an option set name to name this set of options. For example, you could call this option set Colours or Shirt Sizes.
  3. Choose a name for this option set to display during checkout.
  4. Enter the option variations.
  5. Click Next > Create variation.

Edit Options

All option sets will appear in the Options tab of your online Square Dashboard.

Delete Option Sets from an Item

  1. From the Edit Item view, click the ‘•••’ button next to the name of the Option set you would like to delete > Remove option set.
  2. Review the variations that need to be deleted and click Delete Variations to confirm.
  3. Click Delete variations.

Add Variations

  1. If your item has a barcode, add the GTIN or SKU field.
    • GTIN: The Global Trade Item Number (GTIN) allows companies to identify their items at any point along the supply chain. Note: GTIN is not supported with Square Terminal at this time.
    • SKU: Stock keeping units (SKUs) are clear, internal identification numbers assigned to each of your variations.
  2. Select the unit to choose between selling whole or decimal quantities for this item.
  3. Add a price or leave it blank for a variable amount you can add at checkout.
  4. If applicable, add stock levels.
  5. Enable alerts by clicking Add low stock alert to track and notify you when stock is low.
  6. If applicable, add unit costs and vendor. Note: This is a Square for Retail Plus feature.

Edit Variation Details

To add additional variations (e.g. small, medium, large), click Edit variation details.

  1. Enter the variation name.
  2. Enter applicable sales, stock and custom attributes details.
  3. Click Done.

Add to Menu

If you have created a menu with Square for Restaurants, you’ll have the option to add the item to your POS home screen.

Add Custom Attributes

Create custom attributes and link them to items to help add and track additional details about the items in your catalogue. To get started:

  1. Go to Items & Orders > Items from your online Square Dashboard > click Custom Attributes.
  2. Click Create custom attribute.
  3. Enter an attribute name and select between text, selection, number or toggle.
  4. Update the values as required and click Add.

Point of Sale Behaviour

The ‘Automatically Add Item to Bill’ toggle means the item will automatically add to the Point of Sale bill without showing the item detail screen. If the item requires you to select modifiers or options at checkout, we would recommend toggling this off.

Square Online settings

Item visibility refers to how and where an item will appear on your websites in Square Online. The item visibility settings will apply to items on every site they’ve been assigned to. For example, if you mark an item as Visible, it’ll be visible on each of your sites where the item is being sold.

The available item visibility settings are as follows:

  • Visible: Your item is visible online and available for purchase, and will show up in navigation and site search results.
  • Hidden: Your item is available for purchase online but only to those who have the direct link to it (useful for exclusive items).
  • Unavailable: Your item isn’t visible online and can’t be purchased (useful if you aren’t ready to sell the item).

You can also update visibility for multiple items at once using the bulk editing method in Square Online.

Learn more about how to add items and categories to Square Online for more information on viewing and editing site item visibility.

Online Checkout

Toggle this if you’d like to create a payment link or buy button for this item that you can use to sell via email, social media, your website and more.

* Keep in mind: When you add, update or delete an item image, the change will reflect in your Square app, dashboard and in Square Online.

Note: Images that are 360 degrees or 3D are not supported at this time.

If you are creating multiple items, you are able to upload your items in bulk using Square’s Import Tool.

Edit or Delete an Item

You can update an item from the Edit Item page:

  1. From your online Square Dashboard, head to Items & Orders > Item and select an item to update.

  2. You can update the item name, category, description, unit type, stock amount, stock alerts or variations.

  3. Choose to Save your changes, or click Delete to remove an item from your library.

You can also select Actions in the top right to View Items History, View Stock History or Duplicate the item.

Mark Items as Sold Out

You can mark an item or item variation as sold out, in the case that it’s unavailable for sale. To get started:

  1. Visit Items & Orders > Items in your online Square Dashboard.

  2. Select the item(s) or item variation(s) that you’d like to mark as sold out.

  3. Click Edit variation details > Manage stock.

  4. Toggle on/off the Mark as sold out on Point of Sale and Online option.

  5. Click Done.

Note: This will also label the item or item variation as sold out in Square Online.

Schedule an Automatic Restock

You can also schedule items marked as Sold Out to restock automatically. Set a specific day and time for the items to automatically restock or use your business’ end of day to keep your stock accurate and up to date.

To schedule an automatic restocking time:

  1. From your Square Dashboard, go to Items & Orders > Items > Item Library.

  2. Select the item you want to schedule.

  3. Under Variations, click the Stock count. Note: If the stock is zero, the stock count may show as None or a dash.

  4. An ‘Edit variation’ window will pop up. Under ‘Manage stock’, toggle on Mark as Sold Out and Choose a time to make for sale again.

  5. You can choose to keep the restock scheduled for the end of your business day or to use the date selector to choose a custom date and time.

  6. Select Done > Save.

Once you schedule an automatic restock time, a calendar icon will appear in the Stock line under Variations for that item.

Note: Your end of day is based on your set business hours. To edit these hours, go to Account & Settings > Business > Locations.

Duplicate an Item

You can also duplicate items from your Item Library.

  1. Sign in to your online Square Dashboard.

  2. Go to Items & Orders > Items.

  3. Find the item you would like to duplicate and tap the three horizontal dots to the right.

  4. Select Duplicate from the drop down menu.

  5. The item editor will open pre-populated with all the values from the item you duplicated.

  6. Make any changes to the duplicated item and click Save.

Create Item Options

Item options help you create and organise your custom item variations. These options can be reused across your item library, saving time when you add new variations or items.

Create Item Options

  1. From Items & Orders > Items in your online Square Dashboard, click Options > Create an option set.

  2. Enter Option Set Name and Display Name.

  3. Select Set Type.

  4. Enter option information > Save.

Add an Option Set to an Item

  1. From your Item Library, select an item to open the Edit Item view.

  2. Select Options > click Add Options.

  3. Select an Option set name from a previously created list of Option Sets or create a new Option set.

  4. Once you’ve chosen the appropriate Option sets, click Next.

  5. Review the new variations created > click Create Variations to confirm the changes.

  6. Click Save.

Delete Option Sets from an Item

  1. From the Edit Item view, click the three dots next to the name of the Option set you would like to delete > Remove Option Set.

  2. Review the variations that need to be deleted and click Delete Variations to confirm

  3. Click Save.

Set Up Your Item Unit Type

Each business is different – some Square Sellers sell whole item quantities (like articles of clothing), while others sell items by weight or length. Some businesses sell both.

By default, each new item you create will have the unit type per item. When you set your unit type, you can choose from a list of preset units, such as grams, centimetres and metres. You can also choose to add your own custom unit – in whole number or decimal quantities.

You can create unit types for both the metric and imperial systems.

To set your unit type:

  1. Head to Items & Orders > Items in your online Square Dashboard > Units.

  2. Click Add a Unit > Select Unit. You can choose to either select a preset unit or create a custom unit.

  3. Next, set the unit precision. Note: The precision helps you keep track of your inventory and item sales price by allowing you to set the item count up to the hundred-thousandths place (.00000).

Keep in mind, each custom unit type must have a unique name. Names are not case-sensitive.

Unit types will reflect on your customers’ receipts, as well as on your item and sales reports with Square. Note: Your reporting and transaction history will reflect the unit type at the time of sale. If you sold corduroy when you had the unit type set to centimetres, once you update to metres and complete a new sale, you’ll see both centimetres and metres as separate lines in your reporting for that item.

Edit or Delete a Unit Type

To edit or delete a unit type online:

  1. Head to Items & Orders > Items in your online Square Dashboard > Units.

  2. Click an existing unit. If you’re updating a custom unit, you’ll see the option to change the name and abbreviation. You’ll also see the option to change the precision.

  3. Choose to Save your changes, or click Delete to remove the unit type altogether.

Note: By default, if an item is assigned to a unit type you delete, the new unit type will convert to a per item quantity. Additionally, updating a unit type will not adjust your stock counts.

Unit Type Limitations

  • When using Unit types for inventory tracking, it is not possible for items with a smaller unit to be deducted from a larger unit. For example, it is not possible to set the Unit type for the item Wine as 250 millilitre glass, and have a 750 millilitre Bottle of wine deduct from stock every time three units are sold.

  • It is not possible to set incremental minimums or maximums for unit types. For example, you will not be able to set an increment such as .5 that the quantity must increase or decrease by when adjusting quantity during checkout.

  • Updating a unit type for an item will not adjust your stock amount. For example, if you have Corduroy with 10 centimetres in stock, and you update your unit type from centimetres to metres, your inventory levels for the item will be reflected as 10 metres in stock. To keep your inventory levels accurate, make sure to manually adjust your stock levels after updating the unit type.

Edit Item Images

To edit an image for an item in your Item Library:

1. Log in to your online Square Dashboard and go to Items > Images > Image library.
2. Use the filter options to specify or narrow your image search, and click on the image you want to edit.
3. On the Edit image window, you can update the image name, provide alt text for your image to improve search results online or assign items to your image.
4. Press Save once you finish making changes.

Note: Supported image types are .jpg, .jpeg, .png .spin, and .gif files. Images that are 360 degrees or 3D are not supported at this time. Images uploaded to your online Square Dashboard will sync to Square Online. It is not possible to have different images for the same item across Point of Sale or Square Online at this time.

Create and Manage VAT

VAT should be enabled for applicable items sold at your business. You can easily create and manage them directly from the online Square Dashboard. Note: Square’s feesare taken out of the total amount of each transaction, including tax and tip.

Create a VAT

  1. Visit Settings > Account & Settings in your online Square Dashboard > Business > VAT.

  2. Click Create a tax.

  3. Choose a location or locations to apply the tax to and click Done.

  4. Enter the tax name and rate and click All items to apply the tax to all items in your library or select specific items.

  5. Toggle Include tax in item price, Apply tax to custom amounts and Add exemption rule on or off.

  6. Click Save.

Edit a VAT

  1. Visit Settings > Account & Settings in your online Square Dashboard > Business > VAT.

  2. Select a tax to open the Edit Tax screen. From here, you can make the appropriate edits.

Once you finish making the edits, tap Save.

Create Item Categories Online

Categories simplify your item library and sales reports.

  1. Log in to Categories in your online Square Dashboard.

  2. Click Create Category.

  3. Name your category (i.e. Drinks, Food, Jewellery).

  4. Click Assign Items and tick the box next to each item you wish to include.

Other Item Tools

Learn about other item management features such as how to create discounts and set up taxes.