System updates

We’re experiencing issues that may affect your Square services. We’ll continue to update our status page with more information.

Home>Taking Payments On A Computer

Get Started with Virtual Terminal

Square’s Virtual Terminal gives you the option to record card, cash, gift card, and other tender transactions - all on your computer. There are three ways to accept card payments with Virtual Terminal:

  • Manually-entered payments for 3.5% + 15¢

  • Card on File payments for 3.5% + 15¢

  • Swiped card payments for 2.6% + 10¢

Learn more about how processing fees and rates work.

Take Payments with Virtual Terminal

To start taking payments with Virtual Terminal, log into your online Square Dashboard and select Virtual Terminal. This will take you to the Virtual Terminal Overview page.

Learn how to navigate the Virtual Terminal Overview page in Dashboard.

Manually enter payments from a computer

To manually enter a payment using a computer, please follow the directions below:

  1. From the Virtual Terminal Overview page, select Take a Payment.

  2. Select Quick Charge to charge your customer a single dollar amount or Itemized Sale to add an item, modifier, discount, and tax to the sale. You’re also able to apply taxes, discounts, and tips using Itemized Sale.

  3. Add an optional note to the sale.

  4. Under Payment Method, select Manually Enter Card.

  5. Enter the card details provided by your customer.

  6. Click Charge.

Swipe cards from a computer

To swipe a card payment on your computer, please follow the directions below:

  1. From the Virtual Terminal Overview page, select Take a Payment.

  2. Plug your Square Reader for Magstripe into the headphone jack of an Apple or Chromebook computer using Safari or Chrome.

  3. Select Quick Charge to charge your customer a single dollar amount or Itemized Sale to add an item, modifier, discount, and tax to the sale. You’re also able to apply taxes, discounts, and tips using Itemized Sale.

  4. Add an optional note to the sale.

  5. Under Payment Method, select Swipe Card.

  6. Swipe card or click Charge then swipe.

Payment Successful in Virtual Terminal

Once you see Payment Successful, you’re all set and can print or send a digital receipt to your customer via email or SMS message. You can review and confirm this payment was successful from Transactions in your online Square Dashboard.

Review Square’s transfer schedule.

Accept Cash, Checks, and Other Tender with Virtual Terminal

To keep your payment records in one place, you can use Virtual Terminal to track cash, checks, and other types of payments.

There’s no fee to accept other tender types. When you accept other tender types, Square doesn’t process any funds and functions only as an organizational tool. Money for these transactions are exchanged directly between you and your customer and will not be transferred by Square.

To accept cash, checks and other tender, please follow the directions below:

  1. From the Virtual Terminal Overview page, select Take a Payment.

  2. Select Quick Charge to charge your customer a single dollar amount or Itemized Sale to add an item, modifier, discount, and tax to the sale. You’re also able to apply taxes, discounts, and tips using Itemized Sale.

  3. Add an optional note to the sale.

  4. Under Payment Method, select Other.

  5. After you see Payment Successful, you’re all set and can print or send a digital receipt to your customer via email or SMS message.

Accept Square Gift Cards with Virtual Terminal

To accept gift cards with Virtual Terminal, enter the gift card information manually when your customer is ready to pay.

If there are insufficient funds on the gift card, you can use Split Tender to complete the sale.

Note: After a sale, any remaining gift card balance will display on the receipt screen and on your customer’s receipt.

Accept Split Tender Payments with Virtual Terminal

You are able to split a transaction into multiple payments of any tender in Virtual Terminal. When checking out a customer using Virtual Terminal:

  1. Enter a payment amount and add any discounts if required.

  2. Add an optional note to the sale and select the reporting location.

  3. Under Payment, click Split Payment.

  4. Enter the first payment amount. You can select from Manually Entered Card, Manually Entered Gift Card, Record Cash Payment, or Record Other Payment.

  5. Enter the card details and press Charge. If the payment failed, you can review the payment details to try again. 

  6. Click Pay Remaining to continue processing the additional tender types until the entire sale has been completed. 

  7. You also have the option to edit the split or cancel a completed payment should you need to change the amount or payment method. If you cancel one of the payment methods, ensure you complete the sale otherwise it will be voided entirely. To cancel, click Edit Split in the top right corner of the page.

  8. Continue processing the split payment amounts until the entire sale has been completed. You can send the customer a digital receipt via email for the completed sale.

Note: The Add Tip feature can't be used when splitting tender payments at this time.

Save Customer Information with Virtual Terminal

Square’s Customer Directory and Card on File features make it easier to save and charge returning customers using your online Square Dashboard.

When you accept a payment using Virtual Terminal, you’ll be given the option to save the customer’s name and payment card to their profile in your Customer Directory for future payments. You’re also able to securely store a customer’s card on file from your Customer Directory.

Learn more about managing team member permissions.

Add a customer to a sale

To add a customer to a sale:

  1. Take a payment with Virtual Terminal using the steps outlined above.

  2. Once completed, locate the transaction in the Transactions tab of your online Square Dashboard.

  3. Press the three dots and select Add Customer to search or create a new customer.

  4. Save by clicking Add Customer.

This payment will be included in the customer’s directory profile.

Save a customer’s Card on File

To save a customer’s card on file after a payment:

  1. Take a payment with Virtual Terminal using the steps outlined above.

  2. Once completed, visit the Customer Directory in your online Square Dashboard.

  3. Search or create a new customer > press the three dots next to Card on File > Add Card.

  4. Enter their full name as displayed on the payment card and their email address.

  5. Enter their card number and details, including expiry date and CVV.

  6. Click Download Authorization Form > print, fill out, and have the customer sign the authorization. Keep on file for as long as you store their credit card data.

At this point, this customer’s card will be stored to their profile in your Customer Directory.

Charge a saved Card on File

  1. From the Virtual Terminal Overview page, select Take a Payment.

  2. Enter the payment amount and any discounts or notes.

  3. Select the Customer > Customer Card on File should appear as the Payment Method.

  4. Confirm the last 4 digits of the card with the buyer to ensure the card is still valid.

  5. Click Charge.

Recurring Payments with Virtual Terminal

Streamline and automate your recurring payments right from your computer with Virtual Terminal. Save time, get paid on time, improve your cash flow, and enhance customer relationships by easily scheduling recurring quick-charge or itemized sales for your repeat customers.

The only requirement to schedule your first recurring payment is to add or charge a customer’s Card on File. The processing fee for charging a Card on File is 3.5% + 15¢.

Schedule recurring payments

To schedule a recurring payment series in Virtual Terminal, please follow the directions below:

  1. From the Virtual Terminal Overview page, select Take a Payment.

  2. Select Quick Charge to charge a custom amount, or Itemized Sale to add an item, modifier, discount, and tax to the sale.

  3. Add a Customer Card on File or select an existing one.

  4. Click Make this a recurring payment.

  5. Select a daily, weekly, monthly, or yearly interval, and add a unit — such as every two weeks, or every three months.

  6. Choose whether to end the recurring series on a specific date, after a certain number of payments, or never.

  7. Click Save.

  8. Review the recurring payment details, then click Charge to confirm.

Your customer will receive a digital receipt for this and all subsequent recurring charges.

Note: The first charge in the recurring series will occur immediately in Virtual Terminal. All subsequent charges will occur via recurring invoices.

Learn more about scheduling recurring payments with Virtual Terminal.

Manage recurring payments

You can view and manage your recurring payments at any time from your online Square Dashboard. To do so:

  1. Sign in to the Invoices section of your online Square Dashboard.

  2. Click the Recurring tab on the left panel.

  3. Select a recurring series from the list to view, edit, or cancel.

Give a Team Member Access to Use Virtual Terminal

You can configure your Team Management settings to grant access to Virtual Terminal. Before you can get started, you’ll need to create at least one team member.

Team members who wish to save customer information and charge a card on file using Virtual Terminal must have the following permissions enabled for their permission set:

  • View, Edit, Create, and Delete Customer Directory Data

  • Add and Remove Customer Cards on File

  • Use Virtual Terminal

To give a team member access to Virtual Terminal:

  1. Visit Team > Permissions in your online Square Dashboard.

  2. Select the permission set the team member is assigned to.

  3. Check Use Virtual Terminal. If applicable, check Add and Remove Customer Cards on File and View, Edit, Create, and Delete Customer Directory Data to allow this team member to save and charge cards on file using Virtual Terminal.

  4. Click Continue > Select the access points that the team member can use their permissions at.

  5. Save.

Note: Changes made to a permission sets apply to all team members assigned to that permission set. Learn more about managing permission sets and permissions.

After you grant Virtual Terminal access to your team member, they will receive an email with instructions for setting up their account. Team members will be able to see only the account elements for which you have granted access.

Note: Permissions are only available through Square’s Team Management.

Fees

The fee for transactions manually processed through Virtual Terminal is 3.5% + 15¢ per transaction. The same fee applies to Virtual Terminal payments accepted using a card on file. Payments processed by swiping a card with Virtual Terminal have a 2.6% + 10¢ fee.

Learn more about Square’s processing fees.

Learn more about: Point of Sale

Can't find what you need?