With Virtual Terminal, you can accept manually keyed-in payments right from your online Square Dashboard and charge your customers in seconds. No hardware, reader or app installation is required.

Seller Community: When to Use Invoices vs. Virtual Terminal vs. Card Not Present.

Take a Payment with Virtual Terminal

To take a payment with Virtual Terminal:

  1. Log into your online Square Dashboard.
  2. In the left pane, navigate to Virtual Terminal > Take a Payment.
  3. Enter the payment details provided by your customer.
  4. Click Charge.

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 the Sales section of your dashboard under the Transactions tab.

Note: Virtual Terminal payments can only be sent to your linked bank account via our standard Next Business Day Deposit schedule.

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.

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

  • Use Customer Directory and Feedback
  • Manage Customer’s Cards on File
  • Take Payments with Virtual Terminal

Learn more about managing employee permissions.

Save a Customer to a Sale

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.

To add a customer to a sale:

  1. Take a payment with Virtual Terminal using the steps outlined above.
  2. Once completed, click Customer Options.
  3. Under Add Sale to Customer, search or create a new customer.
  4. Save.

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, click Customer Options.
  3. Search or create a new customer > check the box under Save Card to Customer.
  4. Enter their full name as displayed on the payment card and their email address.
  5. 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 section of your online Square Dashboard, click Take a Payment.
  2. Under Payment Method, click Customer Card on File.
  3. Search and select a customer > select a card on file.
  4. Click Charge.

Give an employee access to use Virtual Terminal

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

To give an employee access to Virtual Terminal:

  1. Log in to the Employees section of your online Square Dashboard.
  2. Click the arrow next to the name of the employee whose permissions you’d like to update.
  3. Click Edit Role.
  4. If it has not been checked off already, toggle on Access Employee Dashboard.
  5. Check Take Payments with Virtual Terminal. If applicable, check Manage Customer’s Cards on File and Use Customer Directory and Feedback to allow this employee to save and charge cards on file using Virtual Terminal.
  6. Click Save.

Keep in mind that changes made to a role’s permissions apply to all employees assigned to that role. Learn more about managing employee roles and permissions.

After you grant Virtual Terminal access to your employee, they will receive an email with instructions for how set up their account. Employees will be able to see only the account elements for which you have granted access.

Note: Employee permissions are only available through Square’s Employee Management.

Fees

Transactions processed through Virtual Terminal are charged at the same rate as manually keyed-in transactions, 3.5% +$0.15 cents per transaction. The same fee applies to Virtual Terminal payments accepted using a card on file.

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