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Best Practices for Square Invoices

Square Invoices are 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.

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:

  • Refund policy

  • Cancellation policy

  • Terms of service

  • Estimated delivery times

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.