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Send Square Invoices Online

With Square Invoices, you can request payments for goods or services by sending an unlimited number of invoices, estimates or recurring invoices. Invoices can be sent anywhere, anytime using:

There is a processing fee applied at the time an invoice is paid with a credit or debit card. If your customer pays with a physical or electronic gift card, the fees will be applied when the gift card is sold (but not when used as payment for the invoice).

Learn how processing fees and rates are calculated.

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

Create Invoices Online

To create an invoice from your online Square Dashboard:

Step 1: Invoice Details

  1. Go to Invoices > click Send an invoice.
  2. Select a customer from your Customer Directory, or enter a new name and email address or phone number. You can enter up to nine recipients.
  3. Add an optional Invoice Title and edit the Invoice ID to match your records.
  4. Add an optional message. You can also include an optional Date of Service to your invoice.
  5. Select the Frequency for this invoice. It can be sent as a One-Time or Recurring invoice. If you’re creating a recurring invoice series, select start and end dates, along with frequency and due dates.
  6. Choose to Send immediately or at a later date and the Due date upon receipt or at a later date.

Step 2: Line Items

  1. Add a new line item or select an existing item from your Item Library.
  2. If applicable, click Add Discount to discount the total invoice by percentage or dollar amount. Click Add.
  3. If applicable, click Add Payment Schedule if you would like to split the total balance into milestones. You can request a percentage or dollar amount deposit. Note: This is an Invoices Plus feature.

Payment Schedule Pro Tip: Request a portion of your invoice upfront, and set a separate due date for the remaining balance.

Step 3: Payment Options

  1. Select the Payment method:

Credit or debit card:

  • 2.5%+ VAT per online card payment,
  • 1.75%+ VAT per in-person card payment, or
  • 2.5%+ VAT per Card on File payment.

Gift Card: Only pay processing when a customer buys a gift card from you.

  1. If applicable, under Tipping, tick Allow customer to add a tip to give your customer the option in their invoice.
  2. If applicable, under Store payment method, tick Allow your customer to save a card on file. If selected, customers will have the option to save their payment card when paying the invoice. If they do, you will have the option to charge future invoices to the saved card instead of sending the invoice for payment.

Step 4: Communication

  1. Choose to share the invoice via email, text message or manually. Note: If you select Manually, the invoice and any attached files will not be emailed to your customer, but can be shared via a link once it is created.
  2. If applicable, enter an email address to Add additional recipient(s).
  3. Choose the frequency of invoice payment reminders.

Step 5: More Options

  1. If applicable, tick Request delivery address to request a shipping address for the Invoice goods or services.
  2. Add an optional Square Contract to establish clear service agreements with your customers.
  3. If applicable, upload an attachment. Note: Attach up to 10 files totalling 25 MB. Supported file types: JPG, PNG, GIF, TIFF, BMP, and PDF. Do not attach sensitive personal information or illegal content. Square may use the content you upload to fight chargebacks on your behalf.
  4. If applicable, Add a custom field to enter data that will be displayed on the invoice presented to your customer. Note: This is an Invoices Plus feature.

Step 6: Preview and Send

Before sending your invoice, select Preview in the top right-hand corner to view your invoice as your customer will see it. You can also click Save as Draft to save the current version to work on later, or to keep it as a template to duplicate and send anytime. Click Send once you’ve completed the preview.

Send and Manage Invoices Online

Send Invoices via Text Message

Sending Invoices via SMS gives you added flexibility and visibility for both you and your customers. Before you get started, ensure there is a valid mobile phone number in the customer’s profile. Customers can opt-out of text message updates in case they no longer wish to receive text message updates about their invoice.

Learn how to send invoices via text message.

Schedule a Square Invoice Online

After creating a Square Invoice online, you can schedule a single invoice to be sent at a future date by following these steps:

  1. Choose to share it by Email, Text Message, or Manually via a link.
  2. In the Send field, choose a date the invoice will be sent and select a payment due date.
  3. Finish filling in the invoice and select Schedule or Save as Draft.

Note: If you select Save as Draft, your scheduled invoice will not be automatically sent. You’ll need to select Schedule to determine when it will be delivered.

Scheduled invoices will be automatically sent to your customer at 10 A.M. (in your time zone) on the date you’ve selected. Note: There isn’t a way to customise the time an invoice is sent. You’ll receive a notification email once the invoice is paid, and funds will be deposited into your linked bank account following your deposit schedule.

Push notifications for Invoices can only be enabled from the Square Invoices app at this time.

Print and Share Square Invoices Online

Share an invoice (either online or by printing it) in your online Square Dashboard by following the steps below:

  1. From the Square Invoices Overview Page, select Send an invoice.
  2. Choose your due date. Under Communication, select the option to send your invoice Manually.
  3. Finish filling out the invoice, and select Create.
  4. Select Share Link to manually share the invoice with your customer(s) via email, text message or any social media channel.
  5. Select More > Download PDF to save the invoice as a PDF or print it for your customer.

Note: Printing an invoice isn’t available on mobile browsers at this time.

Square Invoices Features

Invoice Templates

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.

Add Custom Fields

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. Indicate your custom field title, text, and placement, and select Save. From here, proceed to review and send your invoice as normal. Note: This is an Invoices Plus feature.

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.

Custom 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 custom quotes for the services they would pay for with your invoices.

Learn more about getting started with Square Online.

VAT Invoice

The Square Invoices product will allow you to send an invoice – as well as a payment receipt upon completion – to the customer.

If needed, you can add your customer’s additional information, such as their VAT number, company name and address, to their customer profile via your online Square Dashboard, Square POS app, or Square Invoices app. Once added, the information will display on any new invoices sent to that customer.

The invoice PDF your customer can download includes:

  • Customer VAT number.

  • At line item level, the unit price excluding VAT, discount, VAT rate (if applicable based on your determination) and total invoice amount.

  • A VAT table at the bottom that summarises the invoice by VAT rate and features the total amount excluding VAT, total VAT amount (if applicable based on your determination) and total amount including VAT.