Virtual Terminal FAQs

How is Virtual Terminal different from using Invoices?

You can use both Invoices and Virtual Terminal to bill your customers via the Square Dashboard. Invoices are ideal for merchants who don’t need to instantly collect payment, and want to bill their customers via email. Customers will receive the emailed invoice and enter their payment card details on their end. Learn more about sending Square Invoices.

Virtual Terminal is suited for sellers who want to immediately charge their customers remotely for orders received over the phone or online.

Square’s processing fee for Virtual Terminal payments is 3.5% + 15¢. The fee for processing Invoices is 2.9% + 30¢. Learn more about Square’s processing fees.

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

How do I charge a card using Virtual Terminal?

You can take a payment with Virtual Terminal by entering the amount, full card number, expiration date, CVV, and billing zip code.

Can I add taxes or items to a sale with Virtual Terminal?

Not at this time.

How do I charge an international card using Virtual Terminal?

You can charge an international card by entering the cardholder’s billing postal code, or entering 4 zeros (0000) instead of a postal code.

Can I use Virtual Terminal on my mobile device to swipe, dip, or tap payments?

No, you can key-in transactions through Virtual Terminal from your online Square Dashboard on a desktop computer’s internet browser.

To swipe, dip, or tap payments, download Square Point of Sale. Square Point of Sale is designed to accept payments on a mobile device. If you have not done so already, download the Square app and request a Square Reader to take card payments on an iOS or Android device.

How do I see transactions processed through Virtual Terminal?

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.

Should I provide an email or a mobile number for my customer?

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.

How can I process a refund for a transaction taken through Virtual Terminal?

You can process refunds directly from your Square Dashboard or your Square app in the same way as any other payment. Learn how to process a refund.

Can my employee access Virtual Terminal if they do not have access to Square Dashboard?

Employees 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:

  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.

Does Virtual Terminal work with Card on File?

Yes, you can securely store and charge a customer’s card on file using Virtual Terminal.

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