Create and send invoices
About Square Invoices
With Square Invoices, you can request payments for goods or services by sending an unlimited number of digital invoices, estimates, or recurring invoices.
Before you begin
Invoices can be created, sent, and managed from your Square Dashboard, Square Invoices app, or the Square Point of Sale app using a supported mobile device.
If you subscribe to Square Invoices Plus, you can send batch invoices, access multiple-package estimates, automatically convert accepted estimates to invoices, and create custom fields and content templates.
You can only batch create invoices from your Square Dashboard.
Create and send an invoice
Step 1: Invoice details
First, add information about your customer, invoice frequency, and payment options. Scheduled recurring invoices will be automatically sent to your customer at 10 a.m. (in your time zone) on the date you’ve selected.
- Sign in to your Square Dashboard and click Payments > Invoices > Invoices.
- You can create single, batch, or recurring invoices in two ways:
- Add a new or existing customer to the sale. You can enter up to nine recipients.
- Enter detailed invoice details.
- Optional: Add a message to the customer.
- Select the invoice frequency—one-time or recurring.
- For One-time, enter the due date and optional service date.
- For Recurring, enter the recurring schedule to include the start date, each invoice due date, recurring frequency, repeating number, or end date.
- For recurring, you can also Allow automatic payments with card on file.
- Move on to Step 2: Line items below.
- From your compatible device, tap (+) then Send invoice from the Home screen or tap Invoices from the navigation panel, then tap (+).
- Select an existing template, if applicable.
- Add a new or existing customer to the sale, and any additional recipients if applicable.
- Move on to Step 2: Line items below.
- From your compatible device, tap ≡ More > Invoices > (+).
- Add a new or existing customer to the sale, and any additional recipients if applicable.
- Move on to Step 2: Line items below.
Existing invoice templates are not available with Square Point of Sale. Use the Square Dashboard or Square Invoices apps to access your custom templates.
Step 2: Line items
Add items or a custom amount to your invoice. To show item descriptions on your invoices, enable this from Receipt settings in your Square Dashboard.
- Enter a custom amount, select an existing item, create a new item by typing in the item field, or use a connected barcode scanner to scan an item. Learn how to connect a barcode scanner to your point of sale.
- When adding items, add an optional note if you have anything you’d like your customer to know about this item. The note will appear on this invoice.
- Add any optional discounts (by item or invoice) or taxes (included in total).
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Manage invoice deposits and payment schedules.
- With Square Invoices Free or Plus, you can request a deposit based on a percentage or amount.
- Square Invoices Plus subscribers can also split balance into payment milestones based on percentage or amount.
- If you don’t require a payment schedule or already added one, move to Step 3: Payment options below.
- Enter a custom amount or select an existing item.
- Apply any discounts, if applicable.
- Tap Make this invoice recurring to select the invoice frequency—One-time or Recurring.
- For One-time, enter the due date, send date, and service date (optional).
- For Recurring, enter the recurring frequency or end date (Never, On a Set Date, or After number of invoices), or service date (optional).
- Tap the back arrow to return to the invoice. From here, you can change the invoice due date, start date, and optional service date.
- For recurring, you can also toggle on Allow automatic payments.
- Move to Step 3: Payment options below.
Step 3: Payment options
Decide how your customers can pay and whether to accept tips. Paid invoices will appear in your Transactions history.
Payment schedules give you more control over how your customers pay. You can schedule the initial deposit and split the remaining balance into multiple payments. Learn how to manage invoice deposits and payment schedules.
- Select the relevant payment option(s) by ticking the box:
- Credit or debit card
- Apple Pay or Google Pay
- Afterpay
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Square gift cards
- If applicable, toggle on Tipping or Allow customer to save payment cards on file.
- Move to Step 4: Communication below.
Afterpay does not support recurring invoices or payment schedules.
Step 4: Communication
Determine how you will send your invoice and any reminders.
- Choose the preferred communication and reminder options; email, text message, or share link.
- To share a link via email, you can add up to 8 additional recipients and set automatic reminders.
- To share an invoice via text message, confirm that your customer requested an invoice be sent via text and if yes, confirm there is a valid mobile phone number in the customer’s profile.
- Automatic reminders and additional recipients are not supported when you select Text message as a delivery method.
- Along with the invoice, your customers will receive a welcome text message/SMS with instructions to opt-out of receiving messages. 4. To share an invoice via payment link, the invoice and any attached files will not be emailed to your customer, but can be shared via link once it is created.
- Once you’ve selected your communication method, move to Step 5: More options and send below.
- Once you’ve completed the steps in Step 5: More options and send, you’ll see a preview page on the app. Tap Communication to choose your Delivery method: to share by email, text message, or URL manually.
- To share a URL manually, you’ll have the option to manually Copy Link or Share to send from your devices.
- To share a link via email, you can add up to 8 additional recipients and set automatic reminders.
- To share an invoice via text message, confirm that your customer requested an invoice be sent via text and if yes, confirm there is a valid mobile phone number in the customer’s profile.
- Automatic reminders and additional recipients are not supported when you select Text message as a delivery method.
- Along with the invoice, your customers will receive a welcome text message/SMS with instructions to opt-out of receiving messages.
- Tap the back arrow to continue.
- Tap Payment reminders and toggle Send payment reminders on/off. Choose the reminder dates, as needed. Tap the back arrow.
- From here you can Preview PDF, tap (•••) to Save as Draft, or tap Send/Create/Schedule invoice.
- Customers can opt-out of text message updates at any time via the welcome text.
- You will receive an email alerting you and you will see that your customer opted out in the Invoice activity log from Square Dashboard and Square POS app.
- Once a customer opts out you would not be able to send them an Invoice via text message/SMS again unless they opt back in.
Step 5: More options and send
Finally, you’ll add any shipping or further agreement details before you send your invoice.
You’ll receive a notification email once the invoice is paid, and funds will be deposited into your linked bank account following your deposit schedule.
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Goods and services confirmation: Toggle on Goods and services confirmation and click Yes or No after reviewing the message.
- In order to pay for an invoice, your customer is required to confirm they accept the goods and services with satisfaction. This only covers final payments taken after goods and services have been delivered.
- The confirmation will appear on the paid invoice as Accepted.
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Shipping: Toggle on Shipping to create an order for shipping.
- If applicable, check Request delivery address so the customer can provide an address for the invoice goods or services.
- If Shipping is enabled, this order will be added to your Square Order Manager once the customer pays the invoice.
- Square Contracts: Add an optional Square Contract to establish clear service agreements with your customers.
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Attachments: If applicable, you can attach up to 10 files totalling 25 MB.
- Supported file types: JPG, PNG, GIF, TIFF, BMP, and PDF. Do not attach sensitive personal information or illegal content. Square may use the content you upload to fight chargebacks on your behalf.
- Custom fields: Square Invoices Plus subscribers can add a custom field to enter data that will be displayed on the invoice presented to your customer. Enter the custom field title, text, and placement in the invoice. Click Save.
- Once you’ve finalised the invoice details, click Preview, Save as Draft, or Create or Schedule for a future date.
Under Details, you can configure the following options:
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Goods and services confirmation: Toggle on Goods and services confirmation and tap Yes or No after reviewing the message.
- In order to pay for an invoice, your customer is required to confirm they accept the goods and services with satisfaction. This only covers final payments taken after goods and services have been delivered.
- The confirmation will appear on the paid invoice as Accepted. - Shipping: Toggle on Create order for shipping with the option to Request a shipping address.
- No title, No custom invoice ID: Tap this to enter an optional invoice title, custom invoice ID, and message to the customer. Tap Save.
- Add an attachment: choose a file from your photo library, take a new photo from your device, or attach a PDF from your device.
- Attach a Square contract: select an existing contract—you can also search by client name or title.
- Add a custom field: Square Invoices Plus subscribers can create custom fields that are more tailored to their business.
Once you’ve configured the additional settings, tap Continue and then move to Step 4: Communication.
Batch create invoices
With Square Invoices Plus, you can save time and simplify your monthly billing process by emailing the same invoice to multiple customers at once instead of creating them individually each time.
- Sign in to your Square Dashboard and click Payments > Invoices > Invoices.
- There are two ways to create a batch invoice:
- Follow the steps above to prepare an invoice.
You can create groups for customers that you charge regularly for the same service, such as membership fees, so you can invoice the entire group in one go.
Learn how to create customer groups and filters from your Square Dashboard.
Track inventory and sales
If you track inventory through Square, your items will only adjust when the entire invoice is paid. Paying the deposit will not change item counts. Learn how to use inventory tracking for Square Invoices.
With invoices, sales are not recorded within Sales Reports until the entire Square Invoice is paid. Sales are attributed to the date the invoice is paid off — not the deposit or the date the invoice was sent.
Manage sent invoices
Once you’ve shared an invoice, you can remind customers to pay, make edits to an unpaid invoice, take a payment, or mark as paid. You can also cancel, duplicate, share, print, download PDF, or archive.
- Sign in to your Square Dashboard and click Payments > Invoices > Invoices.
- Next to the relevant invoice, click (•••) and select the relevant action.
- You can also click into the invoice to open a quick view panel and click More to select the relevant action.
- From your Square Invoices or Square Point of Sale app, tap Invoices from the navigation bar. From your Square POS app, tap ≡ More > Invoices.
- Select the relevant invoice to manage, then tap (•••).
- Choose to send reminder, duplicate, share, cancel, archive, or download. You can also Edit or Add payment.
Take payment for an invoice
If your customer does not pay an invoice online, you can take the payment manually and mark the invoice as paid.
- Sign in to your Square Dashboard and click Payments > Invoices > Invoices.
- There are three ways to take a payment from the dashboard:
a. Next to the invoice, click (•••) > Take a payment.
b. Click into the invoice and click More > Mark as paid.
c. Click into the invoice and scroll down to Payments and click Take a payment. - Confirm the amount, the payment method, and an optional customer and personal note.
- Click Charge.
If you requested a Goods and services confirmation from the buyer, but you take a payment for an invoice without the buyer’s confirmation, the confirmation will be removed from the invoice. This will waive the defensive rights when preparing documents to challenge disputes.
If you receive a full or partial payment for an invoice outside of Square Invoices — such as cash, cheque, or other — you can mark the invoice as paid from your dashboard. To do so:
- Sign in to your Square Dashboard and click Payments > Invoices > Invoices. 2. There are three ways to mark an invoice as paid from the dashboard:
a. Next to the invoice, click (•••) > Mark as paid.
b. Click into the invoice and click More > Mark as paid.
c. Click into the invoice and scroll down to Payments and click Mark as paid. - Confirm the amount, the payment method, and an optional customer and personal note.
- Click Save.
From the Square Invoices and Square POS app, you can receive a full or partial payment via credit or debit card (by connecting Square hardware or using Tap to Pay on iPhone and Tap to Pay on Android), saved Card on File, Square Gift Card, Manual Credit Card Entry.
You can also mark invoices as paid by Cash, Other Gift Card or Certificate, Cheque, or other Payment Types, however, the amount recorded is for tracking purposes only. You won’t receive a deposit for this transaction.
To mark an invoice as fully or partially paid:
- From your Square Invoices app, tap Invoices from the navigation bar. From your Square POS app, tap ≡ More > Invoices.
- Under Payments, select Add payment.
- Choose Remaining amount or Other amount to mark a partial payment. Tap Next.
- Choose the payment option.
- Once the payment is confirmed, tap New Sale to return to the invoice.