Best Practices for Square Invoices
Square invoices are a great way to bill your customers without having to worry about entering in your customer’s payment card information. However, this gives you less visibility into how your customer is paying, so we recommend following these best practices.
Know your customer
You’re in control of sending a Square invoice, so it’s important to know who you’re working with. Take additional steps to call your customer for large or unusual orders. If your customer is unable to speak on the phone or the phone number they provide doesn’t work, don’t proceed with a sale.
Send invoices directly to your customer’s email or phone number
Doing this ensures that the customer accepts and recognises each payment that is processed, reducing the likelihood of a dispute. If you want to keep a copy for your records, you can always cc your own email address or phone number.
Review multiple attempts to pay an invoice
Your customer has a few attempts to pay an invoice. For your protection, Square cancels an invoice if the customer reaches a maximum number of attempts. If you receive this messaging, we strongly recommend verifying your customer’s identity, seeking an alternate method of payment, such as an electronic bank transfer or cash, or declining to complete the sale.
Be cautious of in-person collections
If someone is requesting to pay by Square Invoice but wants to pick up product or receive services in-person, this could be a sign your customer is using stolen card information. Verify the last four digits of the card by heading to Sales in your Square Dashboard and then selecting Transactions. Select the payment in question to see the card type and last four digits. Ask to see a copy of the card and the customer’s identification when you meet him or her in person.
You also have the option to request your customer to pay their invoice in person.
Be cautious of requests for immediate or express delivery
Additionally, check to see if the delivery address makes sense for your buyer’s order. Letter drop locations and freight forwarders are commonly associated with fraud and we do not recommend dispatching to them. If you receive an order from someone claiming to be a business, but the customer requests delivery to a private or residential address, this could also be a sign of fraud.
Include your terms of service and any estimated delivery times
Make sure your customers are aware of your policies at the time they submit their payment. To help prevent any potential disputes in the future, include the following information in the body of an invoice:
terms of service
estimated delivery times
The Square Invoices product will send an invoice and a payment receipt upon completion to the customer email. If the invoice needs to be VAT compliant for Irish purposes, you can add any additional information needed in the Message field.
We are always trying to improve Square products and create better tools for managing your business. We are working to make Square Invoices VAT compliant, but do not have a timeline we can share at this time. Square Invoices can currently be used in tandem with an alternative invoice provider, or by including additional information needed in the Message field.