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 from 2.9% + 30¢. For Virtual Terminal payments, the fee is 3.5% + 15¢ per manually entered payment and 2.6% + 10¢ per swipe. Learn more about Square’s processing fees.
Yes! If you’re eligible to accept Afterpay, you can send your customer a payment link. Payment links are a secure payment method customers can use to pay right from their mobile device using their debit or credit card—including mobile wallets such as Apple Pay or Google Pay—or via Afterpay where available.
Payment links are for taking Afterpay payments in real-time, like while you’re on the phone with the customer. The link will expire if you close the window or if the customer doesn’t pay as soon as the link has been opened.
There are no additional fees to swipe credit cards on your computer beyond Square’s processing fee. The fee for swiping a card on Virtual Terminal is 2.6% + 10¢ of the total amount being charged. If you’re manually entering the card details, the fee is 3.5% + 15¢ due to the higher risk involved in accepting this type of payment.
For Afterpay payments, the processing fee is 6% + 30¢ (excl. GST) per transaction. Note: There are no monthly fees or startup costs to start processing Afterpay with Square. You only pay processing fees when you make a sale. Afterpay rates are fixed and do not vary by subscription type, hardware, or custom pricing.
You’ll need the following information to accept a manually entered payment with Virtual Terminal:
Billing Zip Code
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 customized 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 Itemized Sale option.
Yes. You can create or add service charges to Virtual Terminal payments to cover additional fees on top of the original amount and add them to your payment links. Service charges can include shipping costs, bag fees, or handling expenses, and they can be customized to include a default or percentage amount.
To create service charges for Virtual Terminal payments:
Click on Business information > Service charges and choose Create a service charge to enter the service charge information:
Enter the name for your service charge (e.g. packing fee)
Enter the percentage or amount
Choose whether or not the service charges will be taxable
Choose the location(s) where this service charge will apply, click Save and select Add.
To add the service charge you created to the sale:
From your online Square Dashboard, select Virtual Terminal > Take a payment. If you don’t see Virtual Terminal, select Payments > Virtual Terminal > Take a payment.
Choose if you want to charge an itemized sale or process a Quick Charge. Under “Transaction details”, choose the purchased items, or manually enter the amount to be charged. Note: You can edit taxes to be charged for each item by clicking on the item name.
Select Add service charge.
Choose the service charge you created, or Create service charge.
Important: Make sure to let your customer know about any service charges before you proceed.
Click Add to add the service charge to the sale, then enter Payment details, customer information and choose payment method. Note: You can select Add additional service charge to add more than one service charge to the sale and repeat the process.
Click Charge to charge the total amount, including applicable taxes and service charges.The service charge will show as a line item in your customer’s invoice and receipt and in your report details.
You can enable or disable service charges from your online Square Dashboard by selecting Virtual Terminal > Settings > Checkout, and toggling on or off the “Allow service charges” option.
You can manually enter and swipe credit card transactions from the Virtual Terminal Overview page in your online Square Dashboard by selecting Take a Payment. Swiped payments can be processed using a Square Reader for magstripe with an Apple or Chromebook computer using Safari or Chrome.
To accept chip and contactless payments with a Square Contactless and Chip Reader, download Square Point of Sale on an iOS or Android device.
Payments processed using Virtual Terminal will be included in your sales reports. Visit the Sales section of your online Square Dashboard and click Transactions. You can also view full transaction details, including the payment source, by exporting your Transactions CSV.
Yes, you can customize 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 reach out to us 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.