Invoices: Ideal for sellers who don’t need to instantly collect payment, want to bill their customers via email, or set up recurring payments. Customers will receive an emailed invoice and enter their payment card details on their end. Learn more about sending Square Invoices.
Virtual Terminal: Suited for sellers who want to immediately charge their customers using a computer, either in person or remotely, for orders received over the phone or email.
Square’s standard processing fee for processing invoices is 2.5% + VAT per transaction for manually entered card payments for Invoices and for Virtual Terminal payments. Learn more about Square’s processing fees.
You’ll need the following information to accept a manually entered payment with Virtual Terminal:
You will need to enter a postcode when processing cards issued in the United States, Canada or United Kingdom on the Virtual Terminal.
Note: Payments will not be processed without a valid postcode.
Postcodes are used as an additional form of security to verify the card is being used by the cardholder or authorised person.
We also provide you a field to include a note for your records, with a length of up to 60 characters. If your customer has requested a digital payment confirmation, you can provide their email or mobile number. This will be used to automatically send your customer a customised digital payment confirmation of the transaction.
Note: The note field is for your records and you should not record personal, card or other sensitive information in that field.
Yes. You’re able to add existing items from your Item Library to a sale, including modifiers, taxes, and discounts. You’re also able to apply discounts and taxes to a single-use custom amount or item using the Itemised Sale option.
Yes, you can customise the Statement Identification field, also known as Billing Descriptor, for any transactions taken on Virtual Terminal. This Statement ID field has a limit of 20 characters, including spaces, to help you and your customer identify the transaction on their billing statements. If you are interested in this feature, please contact Square Support so we can activate it on your account.
You should only provide a customer email or mobile number if your customer has requested a digital payment confirmation. This email or mobile number will be used to automatically send your customer a digital payment confirmation of the transaction.
Team members need to have access to the online Square Dashboard to use Virtual Terminal. Should you prefer limiting their access to taking payments, follow these steps:
Go to Team > Team Members from your online Square Dashboard.
Click the name of the team member whose permissions you’d like to update.
Click Edit Role.
If it has not been checked already, toggle on Access Dashboard.
Tick Take Payments with Virtual Terminal. If applicable, check Manage Customer’s Cards on File and Use Customer Directory and Feedback to allow this team member to save and charge cards on file using Virtual Terminal.