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Best Practices for Square Invoices

Square Invoices is a great way to bill your customers without having to worry about manually 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.

1. Know your customer

You are in control of sending a Square invoice, so it is important to know who you are 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 does not work, do not proceed with a sale.

2. Send invoices directly to your customer’s email address 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 copy your own email address or phone number to the message you send.

3. 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 message, we strongly recommend verifying your customer’s identity, seeking an alternate method of payment such as cheque or cash or declining to complete the sale.

4. Be cautious of in-person collection

If someone is requesting to pay by Square Invoice but wants to collect a 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 going to Sales in your Square Dashboard and 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 them in person.

You also have the option to request your customer pay their invoice in person.

5. Be cautious of requests for immediate or express delivery

Check to see if the delivery address makes sense for your buyer’s order. Mail drop locations, such as UPS stores and freight forwarders, are commonly associated with fraud and we do not recommend delivery 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.

6. Include your terms of service and any estimated delivery times

Make sure your customers are aware of your policies when they submit their payment. To help prevent any potential disputes in the future, include the following information in the body of an invoice:

  • Refund policy

  • Cancellation policy

  • Terms of service

  • Estimated delivery times

Learn more about best practices for accepting card payments.