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Send Square Invoices Online

Request payment for goods or services with Square Invoices from your online Square Dashboard, from the Square Invoices app or from the Square Point of Sale app using a supported mobile device. You can create and send invoices, create a recurring invoice series, create and send estimates and schedule invoice deliveries.

Check the accepted card brands for Square Invoice on What are Square’s Fees?.

Note: Make sure to follow best practices for Square Invoices.

Square Invoices Fees

You can send an unlimited number of invoices for a fee of 3.25% for most of cards and 3.95% for JCB. Fees are applied at the time an invoice is paid by your customer with their credit or debit card.

If you’re using Card on File to save and charge customer payment cards, you’ll pay a slightly higher fee of 3.75% and 3.95% for JCB when a stored card is used to pay an invoice. The higher fee for Card on File transactions is due to a greater risk involved with these payments, as neither the payment card nor the cardholder have to be present for the payment to occur.

To learn about Square’s invoice fees on What are Square’s Fees?.

Create Invoices Online

  1. Navigate to Invoices in your online Square Dashboard > Create Invoice.
    Note: If setting up multiple locations, you need to select your preferred location from the pull down menu.
  2. Select a customer from your Customer Directory, or enter a new name and email address. You can enter up to 9 recipients.
  3. Add an optional Invoice Title and edit the Invoice ID to match your records.
  4. Add a personal message. If you would like to use the same message for all of your invoices, you can create default templae from [Settings] > Invoice Settings.
  5. Under DeliveryMethod, select whether you’d like to email your customer this invoice or manually share the invoice link. If your customer has a card on file, you’ll have the option to select it from this menu.
  6. Select the Frequency for this invoice. It can be sent as a One-Time or Recurring invoice. If you’re creating a recurring invoice series, select start and end dates, along with frequency and due dates.
  7. Select items and unit types, then apply modifiers, notes, and taxes by clicking Customize.
  8. Add any applicable discounts:
    • To add a discount to the entire invoice, click Add Discount.
    • To add a discount to a specific item, click Customize next to the item. Note: Only existing, fixed-percentage discounts can be applied to an item. You must set up taxes and create discounts prior to adding them to an invoice.
  9. Click Send if you’re sending a one-time invoice or Schedule if you’re creating a recurring invoice series. If you’re charging a customer’s payment card on file, check this page as a reference.

Note:

  • Before sending your invoice, select Preview in the top right-hand corner to view your invoice as your customer will see it. You can also click Save as draft to save the current version to work on later, or to keep it as a template to duplicate and send anytime.
  • If your customer cannot receive your invoice, refer to Not receiving emails from Square?
  • You cannot send an invoice to the mobile email addresses that contain two or more consecutive periods “.” or one “.” in front of @.
  • You’ll need to enable inventory tracking for invoices from your Square Dashboard, if you want to use the feature.
  • Even if payment due date is exceeded, invoice is still available

When you send an invoice for payment, each recipient has the option to pay the invoice with any accepted payment card. Both you and your customer will receive a confirmation email once an invoice is paid with a card on file or by your customer.

Please refer to pay invoices with Square for what your customers will see.

Send Invoices in English

Send invoices in English by navigating to Locations and selecting English as your preferred language. Please note that you need to change the setting for each location, if setting up multiple locations.

Create an Estimate

Square Invoices allows you to send an estimate. Once accepted, you can quickly convert an estimate to an invoice to get paid quickly.

To get started:

  1. Go to Invoices in your online Square Dashboard.
  2. Click on Estimates from the side menu and select Create Estimate.
  3. Select a customer from your Customer Directory, or enter a new name and email address. You can enter up to 9 recipients.
  4. Add an optional Estimate Title and edit the Invoice ID to match your records.
  5. Add a personal message. If you would like to use the same message for all of your estimates, you can create default templae from [Settings] > Estimate Settings.
  6. Select the Send Date and Expiration Date for this estimate. It can be immediately, in 7 days, 14 days, 30 days, or at the end of the month.
  7. Select items, then apply modifiers, notes, and taxes.
  8. Click Add Discount to add any applicable discounts to the entire invoice.

To download a .CSV file of your invoice estimates, click Export from the Estimates tab.

Note: Estimates will not show up as a transaction in any of your reports. An estimate does not involve any money transferred and should only be used to provide an estimate of the cost and scope of a service to be rendered.

Convert an Estimate into an Invoice

Once you have sent an estimate, select it to view estimates details > click More > Convert to Invoice.

Add Attachments to Invoices

You can add an attachment, like a contract or images, directly to your Square Invoice, so your customer will have all of the purchase information in one place.

  1. When creating an invoice, click Add Attachments to upload documents or images from your computer.  
  2. Add additional attachments one at a time or remove uploaded attachments by clicking X.
  3. Continue creating the invoice then Send or Schedule.

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.

Before sending your invoice, select Preview in the top right-hand corner to view your invoice as your customer will see it. You can also click Save as draft to save the current version to work on later.

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.

Add Automatic Reminders to Invoices

Enable automatic reminders for your customers when an invoice due date is approaching or past due.

  1. During the invoice creation process, scroll to More Options > check Schedule payment reminders for this invoice. By default, a reminder will be automatically sent 1 and 3 days after the due date.
  2. To set custom reminders, click Edit Reminders.
  3. Edit the two default options and/or click Add Reminder to add another option.

Learn more about Square Invoices notification settings.

Create a Recurring Invoice Series

If you need to set up recurring payments with your customers, you can do so with Square Invoices.

To get started:

  1. Go to Invoices in your online Square Dashboard.
  2. Click Recurring > Create Recurring Series.
  3. Select a customer from your Customer Directory, or enter a new name and email address. You can enter up to nine recipients.
  4. If the customer already has a payment card(s) saved to their directory profile, choose the card to be charged from the Invoice Method dropdown. If you’d like to let your customer opt in for Automatic Payments using Card on File, toggle Allow Automatic Payments on. This gives your customer the option to securely save their payment card on file and be charged automatically for each invoice within the recurring series. Your customer’s card will be automatically charged according to the series’ schedule.
  5. Select the start date, the recurrence frequency, and the end date.
  6. Fill out the rest of the invoice, including any discounts.
  7. Check the boxes under More Options, if applicable.
  8. Click Schedule or Charge if sending immediately.

If you scheduled a recurring payment for a future date with the Card on File feature, your customer’s card will be automatically charged at 10 am (in your timezone) on the date you’ve selected.

Note

  • if the Card on File is changed and the customer has a recurring invoice, you will need to edit that invoice series to ensure the right card is being charged.
  • Before sending your invoice, select Preview in the top right-hand corner to view your invoice as your customer will see it. You can also click Save as draft to save the current version to work on later, or to keep it as a template to duplicate and send anytime.
  • If your customer cannot receive your invoice, refer to Not receiving emails from Square?
  • You cannot send an invoice to the mobile email addresses that contain two or more consecutive periods “.” or one “.” in front of @.
  • You’ll need to enable inventory tracking for invoices from your Square Dashboard, if you want to use the feature.
  • Even if payment due date is exceeded, invoice is still available

Schedule an Invoice

If you’d like to schedule a single invoice to be sent at a future date, follow steps 1-4 in the section Create Invoices Online, then use the steps below:

  1. Select Send Invoice by Email.
  2. In the Send field, choose a date the invoice will be sent > select a payment due date.
  3. Finish filling out the invoice and select Schedule or Save as Draft.

Note:

  • Square doesn’t support mobile email addresses that contain two or more consecutive periods “.” and/or one or more periods before or after the @ icon.
  • If you select Save as Draft, your scheduled invoice will not be automatically sent, and you’ll need to select Schedule to determine when it will be delivered.

Scheduled invoices will be automatically sent to your customer at 10 am (in your timezone) on the date you’ve selected. You’ll receive a notification email once the invoice is paid, and funds will be deposited to your linked bank account following your deposit schedule.

Note: There isn’t a way to customize the time an invoice is sent.

How Can I Set my Time Zone?

Your time zone can be set in Locations in your Dashboard. 
If you create a Japanese Square account, you can only choose “Japan Standard Time Zone”.

JP Only How to Set Time Zone

Request Customer’s Shipping Address

When you send an invoice through your online Square Dashboard, you can opt to collect your customer’s shipping address.

To do so, under More Options on the invoice details page, select Request Shipping Address.

JP Only  Request Customer’s Shipping Address

When your customer receives their invoice, below the payment fields, they’ll see the option to enter their preferred shipping address. Once they submit, you can view their address along with the invoice payment information.

How to see Customer’s Shipping Address

On the paid invoice notification:
JP Seller Invoice_Collected Shipping Address on Notification

Invoice page in your Dashboard:
JP Seller Invoice_Collected Shipping Address

Save a Payment Card for Invoice Payments

With Card on File, you can save customer payment cards to your Customer Directory, immediately process invoice payments, and get paid faster. Saving a card on file comes in handy when using recurring invoices or sending multiple invoices to the same customer.

There are a few ways to save a customer’s payment card. Please also refer to here for details.

From your online Square Dashboard:

  1. Visit the Customers section of your online Square Dashboard.
  2. Create or select an existing customer profile.
  3. Click the three-dotted actions menu on the bottom-right > Add Card.
  4. Enter the card details, select a location where this card can be charged, and print and file a Customer Authorization form. Note: the Authorization Form does not have a field for CVV for security purposes. The CVV is securely stored within your customer’s profile and not visible once saved.
  5. Click Confirm.

When creating a new invoice:

  1. When creating an invoice in the Square Dashboard or Square app, scroll to More Options.
  2. Check or toggle Allow Customer to save a card on file.
  3. When paying the invoice, your customer will be given the option to save their card details for future invoices and purchases.