Manage Your Invoices with Square Invoices App
Accept Payments for Invoices from the Square Invoices App
Select Invoices from the navigation bar.
Tap the invoice from your list or learn how to create an invoice on your mobile device.
Tap Add Payment under the invoice status tracking and select Charge now.
Swipe, dip or tap your customer’s card or select a separate tender type: Card on File, Cash, Gift Card, Check or Other.
You’ll see a final screen that reads Invoice Paid after the payment completes.
Your customer will automatically receive payment confirmation to the email entered for their Invoice.
Invoice tipping is available and configurable when you create an invoice.
Payments from the Square Invoices app do not support paper signatures and all card signatures will be on the device screen, regardless of whether the device setting Customer Signs on Device is disabled.
Resend and Archive Invoices from the Square Invoices App
Resend an Invoice
Select Invoices from the navigation bar.
Choose on the invoice from your list you want to edit.
Tap Edit or Cancel Invoice.
Make any updates needed and tap Resend.
Confirm or edit the list of recipients copied on the invoice to determine who will be notified of invoice edits and cancelations.
Archive an Invoice
You can move invoices, including those canceled and unpaid, into a separate archive to help you stay organized and hide older or less relevant invoices.
To do so:
Select Invoices from the navigation bar.
Choose the invoice from your list you want to archive.
Scroll down and tap More > Archive.
If you want to restore an invoice, select Unarchive from the menu.
To view all archived invoices, select All Invoices > Archive from the menu.
Customize Your Invoices
Customize your default invoice settings and adjust the following fields:
Basic settings: Choose how and when to send your invoices, set due dates, request a shipping address, and set invoice reminders.
Invoice Customization: Add an invoice title, message, and additional custom fields, like terms of use, cancelation policies, or other details.
Payment settings: Set default payment settings for new invoices, such as accepted payment methods, paying with card on file with a Square Invoice, and a tipping option.
All customizable fields can be changed on individual invoices.
You can add a customizable field to your invoice, such as your terms & conditions or a return policy, and decide the placement of the custom field on your invoice.
When creating an invoice, select Add a custom field after Payment Options. Enter your custom field title and text, choose the field placement, and press Save. Review and send your invoice as normal.
Learn more about customizing your receipts and invoices.
Share an Invoice from Your Square Invoices App
Open the Square Invoices app and tap Invoices.
Tap Create Invoice.
In the delivery field, tap Share URL Manually.
Complete the invoice and tap Create.
Tap Copy Link to copy the shareable URL to your clipboard, or select More Options to share the invoice with your customer(s) via email, text message, or any social media channel.
You also can find a share link button within an existing invoice. Copy the invoice URL at the bottom of the invoice details screen to share it from your mobile device.
Note: Printing an invoice isn’t available on mobile browsers at this time.
Add Automatic Reminders to Invoices from the Square Invoices App
When creating an invoice, fill out all relevant fields from billing information to line items to payment schedule and method.
Tap Continue.
Click Payment reminders.
Edit the default options. Select Add reminder to add another option.
Complete and schedule or send your invoice.
Once an invoice is paid, reminders will no longer be sent.
Note: If an invoice is sent via text message, automatic reminders will not be sent to your customers. Automatic reminders only apply to invoices sent manually or through email.
Send a Reminder for an Invoice from the Square Invoices App
Select Invoices from the navigation bar.
Choose the invoice from your list you want to send a reminder for.
Scroll to the bottom of the invoice details and tap Send Reminder.
Note: If an invoice is sent via text message, a manual reminder will be sent by email if the customer has an email address on file in your Customer Directory.
Add a Service Charge to Your Invoice
You can create and apply a service charge to your invoices for additional fees on top of the original invoice payment. Service charges can cover expenses like shipping costs, bag fees, or handling fees.
To apply a service charge during the invoice creation process:
Log in to your Invoices app and create a new invoice.
After adding items, tap Add another line item > Service charge.
Select a preexisting service charge to apply, and fill out and send your invoice as you normally would. Alternatively, you can set up a variable service charge to specify the exact amount or percentage at the time of cart building.
You can also create default service charges to add to your invoices from the Account & Settings tab of your online Square Dashboard.
Duplicate an Invoice from the Square Invoices App
Select Invoices from the navigation bar.
Choose the invoice from your list you want to duplicate.
Scroll to the bottom of the invoice details and tap Duplicate.
A new invoice page with the previous details will appear. Change the appropriate sections as necessary and tap Send.
Send an Invoice Estimate from the Square Invoices App
Send an estimated price of goods or services to a potential buyer before sending out an invoice.
Select + from the navigation menu and tap Estimate.
Tap Add Customer to create a new customer or add one from your directory. You can also add additional recipients to the estimate if needed.
Add an estimate title, estimate ID and custom message, then tap Save.
If you want to add an attachment, choose to add a photo from your mobile device, take a photo, or attach a PDF.
If needed, you can add Square Contracts to your estimate. Select Add Estimate on iOS devices or Continue on Android. Note: Contracts can be added to estimates from both iOS and Android devices. However, contracts can only be edited from your online Square Dashboard at this time.
Select Add Estimate on iOS devices or Continue on Android.
Add Line items or multiple packages to your estimate. You can also set a Send date, Service or sale date, and an Expiration date or a payment schedule.
Once all of your estimate details are filled out, tap Preview & send.
Convert an Estimate into an Invoice
Go to Estimates in the navigation bar and tap on the pending estimate.
Scroll down and select Convert to Invoice.
Tap Send to send this invoice to your customer.
Note: When an estimate is auto-converted to an invoice, the converted invoice will use the same delivery method as the estimate. So, if an estimate is sent via text message, the auto-converted invoice will also be sent via text message.
Archive an Estimate
You can move estimates, including canceled and unpaid estimates, into a separate archive to help you stay organized and hide older or less relevant estimates.
To do so:
Select Estimates from the navigation bar.
Choose the estimate from your list you want to archive.
Scroll down and tap More > Archive.
If you want to restore an estimate, select Unarchive from the menu.
Note: You can narrow your search for an invoice or an estimate by searching for specific fields or keywords such as customer name, email address, phone number, title, and more. Review a detailed list of searchable invoice fields in our Support Center.
Add a Late Fee to an Invoice
You can set up a late fee charge for invoice payments at the time of creating a new invoice. To do so, click Late fee under the invoice’s total amount, and set a percentage or flat rate and grace period.
You can also add a late fee to existing invoices. To do so, click the existing invoice, select the three dots and Edit. From here, follow the same steps as above.
You may remove late fees by clicking the X on the New invoice page to the right of the late fee.