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Send and Manage Invoices on your Square Point of Sale App

Square Invoices are available right from the Square POS app; you can view and manage invoices anytime, from anywhere. Request payment for goods or services, set up recurring payments, search for your customers by name, take a partial payment or full payment in person, and even send reminders when an invoice is past due – all from your mobile device or tablet. A flat 2.5% + VAT processing fee is applied if the invoice is paid using a credit or debit card, Apple Pay, or Google Pay – and you can send unlimited invoices. 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. Invoices paid using Card on File cost 2.5% + VAT.

Before getting started, make sure the Square app is up to date to use this feature. Also, make sure to follow our best practices guide for invoices.

Invoices in the Square app Landscape view

Note: If you have employees, they will need to have the Manage and Create Invoices permission enabled to send invoices from the Square POS app.

Create Invoices from the Square POS App

  1. Select Invoices from the navigation menu > Create Invoice.

  2. Tap Add Customer > create a new customer or add one from your directory.

  3. Toggle on Request Delivery Address if necessary.

  4. Tap Add Item or Discount to add items from your item library. Once added, tap the item name to adjust quantity and taxes, add a note or apply a fixed-percentage discount. To add a discount to the entire invoice, tap Add Item or Discount and select an existing discount from your item library. You can also toggle on the option to allow tips.

  5. Tap Add another item to add additional line items.

  6. Select the Frequency of your invoice, between sending a One Time invoice or setting up recurring invoices.

  7. Select the Send date for your invoice, as well as a Due date. Add in an optional Sale or service date if needed.

  8. Under Payment Schedule, indicate whether you prefer the initial deposit amount or choose to split the balance into milestone payments > press Save.

  9. Select Continue > add custom invoice details, such as a title, custom invoice ID to match your records, any additional recipients and their email addresses or phone number (if you chose to share manually) that can be copied on the invoice, attachments, as well as a reminder if needed.

  10. Add a custom message for this invoice or create a default message for all invoices going forward by tapping Save as Default Message.

  11. Under Communication, press Delivery Method to select if you’d like the invoice emailed to your customer or if you’d like to share the URL with them directly.

  12. Once finished, you can Preview what the invoice will look like on your customer’s end, Save as Draft or Send.

Note: Invoice defaults can be viewed and edited on your online Square Dashboard or in the Square Invoices app (iOS devices only).

Your customers can pay Square Invoices using any supported payment card, Apple Pay, or Google Pay. Paid invoices will appear within your in-app Transactions and your online Square Dashboard under Transactions.

Invoice Creation Screen Tablet

Automatically Convert Estimates to Invoices

With Square Invoices Plus, you can opt to have your estimate auto-convert to an invoice once your customer accepts your estimate or save the invoice as a draft to send at a later date. If you choose to have estimates automatically converted to invoices, the invoice title and description will remain the same as the estimate, and the buyer will be able to complete payment upon acceptance.

To turn on the auto-convert feature:

  1. Log in to your Invoices app

  2. Create an Estimate. In the Communications section of the estimate creation flow, you’ll see an Automatically convert option

  3. Toggle on Automatically convert.

  4. You will have the option to have the auto-converted invoice saved as a draft or sent to the buyer automatically.

Invoice default settings are used for fields that aren’t shared in the estimate. For example, invoice reminders are based on Invoice default settings. You are able to turn this feature off at any time for any estimate.

Note: Sellers can set reminders for payment schedules in an estimate but they will not be sent until the estimate is converted to an invoice. All dates are relative to the date of when an estimate is converted to an invoice and sent.

Add Attachments to Invoices

  1. When creating an invoice, select Add Attachment.

  2. Choose an image from your photo library or take a photo.

  3. Edit image name if needed and tap Upload.

  4. To add additional attachments return to step 1.

  5. Tap Send.

Note: Image files and PDFs can be uploaded with a combined file size limit of 25MB with a maximum of 10 files. You can upload file types PDF, PNG and JPG.

Do not use this feature to upload any Personal Health Information, illegal content or content in violation of Square’s Terms of Service. Content you upload may be reviewed and used by Square in connection with contesting a chargeback.

Accept payments for Invoices from the Square POS App

Complete your customer Invoices right from your Square POS app.

  1. Select Invoices from the navigation menu.

  2. Tap on the invoice from your list or learn how to create an Invoice on your mobile device.

  3. Scroll to the bottom of the page and tap More > Charge.

  4. Swipe, Insert or Tap your customer’s card or select a separate tender type (Card on File, Cash, Gift Card, Cheque or Other.)

  5. You’ll see a final screen that reads Invoice Paid after the payment completes.

  6. Your customer will automatically receive payment confirmation to the email entered for their Invoice.

Note: Tipping will only be available if enabled when the Invoice is created. Point of Sale Tipping settings do not affect Invoices.

Note: Invoice payments do not support paper signatures and all card signatures will be on the device screen, regardless of whether the device setting Customer Signs on Device is disabled.

Edit, Resend, or Cancel Invoices from the Square POS App

  1. Select Invoices from the navigation menu.

  2. Tap the invoice from your list that you would like to edit.

  3. Tap on the Edit button in the top-right corner or Cancel Invoice at the bottom of the screen.

  4. Make the updates necessary and Resend the invoice.

  5. Confirm or edit the list of recipients cc’d on the invoice to determine who (if anyone) will be notified of invoice edits and cancellations.

Note: You can search invoices and estimates based on several fields such as customer name, email address, phone number, title and more. You can see a full list of searchable options in our Support Centre.

Share an invoice with your mobile device

Share your invoice right from your mobile device.

  1. Open the Square POS app > tap Invoices.

  2. Tap Create Invoice.

  3. In the delivery field, tap Share URL Manually.

  4. Complete the invoice and tap Create.

  5. Tap Copy Link to copy the shareable URL to your clipboard, or click on More Options to share the invoice with your customer(s) via email, text message or any social media channel.

You can also find a share link button within an existing invoice. Copy the invoice URL at the bottom of the invoice details screen to share it from your mobile device.

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

Add Automatic Reminders to Invoices

  1. When creating an invoice, scroll to Invoice Options.

  2. Tap Reminders > toggle Schedule Payment Reminders on.

  3. Edit the two default options and/or click Add Reminder to add another option.

  4. Complete and schedule or send your invoice.

Once an invoice has been paid, reminders will no longer be sent.

Send a Reminder for an Invoice from the Square POS App

Send a reminder for an existing, outstanding invoice.

  1. Select Invoices from the navigation menu.

  2. Tap the invoice from your list that you would like to send a reminder for. If you are having trouble locating a specific invoice, you can search by using several filters.

  3. Scroll to the bottom of the invoice details and tap the Send Reminder button.

Duplicate an Invoice from the Square POS App

  1. Select Invoices from the navigation menu.

  2. Tap the invoice from your list that you would like to duplicate. Use filters to narrow the list of invoices you wish to view.

  3. Scroll to the bottom of the invoice details and tap the Duplicate button.

  4. A new invoice page with the previous details will appear. Change the appropriate sections as necessary and tap the Send button in the top-right corner.

Seller Community: Ask questions, get answers and hear how other Square sellers are taking in-person payments for Invoices.