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Manage Your Square Invoices Online

Edit Your Default Settings

You can change the following default settings for new invoices directly from your online Square Dashboard:

  • Invoice Title: Set a shared title between all your invoices.

  • Message: Add a default message that will appear on your invoices.

  • Invoice Method: Select between sending your invoices by email or by sharing them manually.

  • Send: Choose a default frequency to send your invoices.

  • Due: Select when the invoice will be due (upon receipt, or in a certain amount of days).

  • Reminders: You will be able to schedule payment reminders for your invoices. Select Edit Reminders to modify reminder frequency and create new reminders. Note: Once an invoice has been paid, reminders will no longer be sent.

  • Shipping Address: Check the box to request a shipping address in your invoices.

  • Tipping: Check this box to give your customers the option to add a tip when paying for the invoice.

  • Card on File: If selected, customers will have the option to save their payment card when paying the invoice. If they do so, you will have the option to charge future invoices to the saved card instead of sending the invoice for payment.

You can also configure the following from the Settings page:

  • Invoice Customization: Change your company’s logo, brand color, and business information from the Account & Settings tab of your online Square Dashboard.

  • Inventory Management: Enable inventory management for invoices in the Items Settings tab of your online Square Dashboard.

  • Team Management: Customize your team’s permissions and access to creating invoices from the Team section of your online Square Dashboard.

  • Get Free Processing: Whenever someone new joins Square with your referral code, you both will receive the reward offer. Toggle on Show referral banner on invoice email so your referral link will be added to your future Square Invoices receipts automatically. Learn more about Square’s Referral Program.

  • Auto-Convert Estimates to Invoices: You can opt to have individual estimates automatically convert to an invoice once your customer accepts your estimate. If you enable this feature, the invoice title and description will remain the same as the estimate, and the buyer will be able to complete payment upon acceptance. Note that this feature is only available through Square Dashboard and on iOS devices.

Note: These settings can be overridden on individual invoices.

To edit your default settings:

  1. Visit Invoices in your online Square Dashboard and click Settings.

  2. Select Defaults and make any changes you’d like. Note: If you have multiple locations, select the correct one at the top of the page > click Save.

Invoices Settings

Configure Your Invoice Settings

You can configure the default settings and notifications settings for your Square Invoices from your online Square Dashboard or from the Invoices App on Android and iOS.

Customize your invoices to include details such as your customer’s company and address, return policy, company logo, and invoice title. You can also configure your notifications to help you manage your inbox more efficiently and opt to add in custom fields and default payment settings.

Each invoice will reflect an itemized breakdown of whole integer and decimal quantities, discounts, and applicable taxes. Read more about how to Customize Receipts and Invoices in our Support Center.

Edit Your Notification Settings

With Square Invoices, you are able to choose if you want to receive an in-app or email notification every time an invoice or estimate is sent, updated, paid, or canceled, as well as when an invoice reminder is sent.

You can change your notification preferences directly from your online Square Dashboard.

To do so:

  1. Visit the Invoices tab of your online Square Dashboard and click Settings.

  2. Select Notifications and make any changes you’d like > click Save.

Note: All settings modified from your online Square Dashboard will also be reflected in your mobile devices. Only accounts with Owner and Administrator level permissions will receive email and push notifications.

Record Payment

If you receive a payment for an invoice outside of Square Invoices, you can mark the invoice as paid from your dashboard. To do so, select the invoice > and from the details page, click Record Payment. No processing fees are applied when an invoice is recorded.

If your customer wants to pay their invoice in person, you can accept payment right through your Square Point of Sale. Learn how to accept payments for your invoices through the Square Point of Sale app.

Attach a Contract to your Invoices

You can attach a Square contract directly to your invoice(s) or estimate(s) from your online Square Dashboard. By associating a contract with your invoice(s) or estimate(s), you’ll have the ability to document a signature-based agreement and establish clear expectations with your customer — increasing your protection against disputed payments.

To get started:

1. Go to the Invoices tab in your online Square Dashboard.

2. Select Create Invoice.

3. Once you’ve filled out the required invoice details, select Attach a Square contract in the More Options section. Note: You can attach both signed or unsigned contracts, but not drafts.

4. Use the search tool to select the Square contract you want, then select Save.

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