Square Invoicing Guide: Invoicing for Retail and Service Businesses

Square is best known for its point-of-sale card readers and in-person payment processing, but Square also offers robust invoicing capabilities that integrate seamlessly with its payment ecosystem. For businesses that need both in-person and remote payment solutions - retailers with online sales, service providers who invoice for appointments, contractors billing for completed work - Square Invoicing provides a unified platform that simplifies payment collection.

This complete guide covers everything you need to know about Square Invoicing, from creating your first invoice to leveraging Square's unique features like automatic payment scheduling, deposit requests, and integration with Square's POS, appointments, and e-commerce tools.

What Makes Square Invoicing Unique

Square Invoicing stands out for its tight integration with Square's broader ecosystem:

Unified Payment Processing

Unlike standalone invoicing tools, Square Invoicing is part of Square's complete business platform. This means:

• Same 2.9% + $0.30 card rate whether customer pays in-person, online, or via invoice
• Funds from all payment channels (POS, online, invoices) deposit to same bank account
• Unified reporting across all payment types

No Monthly Fees

Square Invoicing is free - no monthly subscription like FreshBooks ($17+/mo) or QuickBooks ($30+/mo). You only pay when customers pay invoices (2.9% + $0.30 for cards, 1% for ACH with $1 minimum).

Ideal for Hybrid Businesses

Square excels for businesses that need both in-person and invoice-based payment:

• Retailers with custom orders (invoice for deposits, collect balance at pickup)
• Service providers (invoice after appointments or completed work)
• Contractors (invoice for projects while accepting in-person card payments)
• Event vendors (invoice for bookings, accept cards day-of)

Mobile-First Design

Square's mobile app provides full invoicing capabilities with features specifically designed for on-the-go professionals:

• Create and send invoices from your phone
• Accept signatures for completed work
• Take photos and attach to invoices
• Request deposits or payments on-site

Automatic Payment Collection

Square can automatically charge customers' saved cards on scheduled dates, making it ideal for recurring services, subscriptions, and installment payments.

Square Invoicing Pricing

Square Invoicing is free to use with no monthly fees. You only pay when customers pay invoices:

Credit & Debit Cards: 2.9% + $0.30 per transaction ACH Bank Transfers: 1% per transaction ($1 minimum) Cash/Check (Manual Recording): Free

Comparison to Competitors:

• FreshBooks: $17-55/month + 2.9% + $0.30 cards (paying monthly fee even if no invoices sent)
• QuickBooks: $30-60/month + payment processing fees
• Wave: Free invoices + 2.9% + $0.60 cards (higher flat fee)
• Stripe Invoicing: Free + 2.9% + $0.30 cards (similar to Square)

Square's Advantage: No monthly fee means if you send 5 invoices per month vs 50, you're not paying a monthly subscription regardless. Perfect for seasonal businesses or those with variable invoice volume.

Getting Started with Square Invoicing

Creating Your Square Account

1. Go to squareup.com/invoices
2. Click "Get Started"
3. Enter email and create password
4. Add business information:
   • Business name
   • Industry
   • Business type (sole proprietor, LLC, corporation)
   • Address
5. Verify email address
6. Complete banking information (for payment deposits)

Square reviews banking info (1-2 business days) before approving payment processing.

Setting Up Your Business Profile

Before sending invoices, customize your business profile:

Business Information:

• Legal business name
• DBA ("doing business as" name if different)
• Logo upload (appears on invoices)
• Business website
• Phone number
• Email address

Invoice Settings (Settings > Invoices):

• Default payment terms (due on receipt, Net 15, Net 30, etc.)
• Default invoice message (thank you note, instructions)
• Invoice numbering format (auto-increments)
• Late fee settings (percentage or flat fee)
• Enable/disable tips (for service businesses)
• Enable/disable automatic reminders

Advanced Features

Automatic Payment Collection

Square's automatic payment feature is perfect for recurring services:

How It Works:

1. Customer pays an invoice using Square
2. Square saves their card information (with permission)
3. Create invoice with payment schedule
4. Square automatically charges card on scheduled date(s)
5. Customer receives receipt automatically

Use Cases:

• Monthly retainers (auto-charge on 1st of each month)
• Subscription services (weekly, monthly, quarterly billing)
• Installment payments (split large invoices into 3-6 monthly payments)
• Recurring service appointments (cleaning, lawn care, lessons)

Deposit Requests

Request partial payment upfront before completing work:

Setup:

1. Create invoice
2. Enable "Request deposit"
3. Choose deposit amount:
   • Percentage (e.g., 50% deposit)
   • Fixed amount (e.g., $500 deposit on $2,000 project)
4. Set when remainder is due:
   • Specific date
   • Upon completion
   • Net 15/30 after deposit

Square automatically:

• Sends invoice requesting deposit
• Tracks deposit payment
• Sends second invoice for remainder when due

Payment Reminders

Square automatically sends payment reminders for unpaid invoices:

Default Schedule:

• 1 day before due date
• On due date
• 3 days after due date
• 7 days after due date
• 14 days after due date

Customization (Settings > Invoices > Payment Reminders):

• Edit reminder email templates
• Change timing (e.g., remind 2 days before due date instead of 1 day)
• Disable reminders for specific customers
• Turn off automatic reminders entirely (send manually instead)

Integration with Square's Ecosystem

Square POS Integration

If you use Square for in-person sales, invoicing integrates automatically:

Shared Item Library: Items created in Square POS appear in invoice line item catalog. Add items to invoices instantly without re-entering details.

Customer Sync: Customer database syncs between POS and Invoicing. Customer who purchases in-store can be invoiced later without re-entering info.

Unified Reporting: Sales from invoices and in-person transactions appear in same reports. See total revenue, best-selling items, etc. across all channels.

Square Appointments

For service businesses using Square Appointments:

Automatic Invoicing: After appointment, Square can automatically generate invoice and send to customer.

Deposit Collection: Request deposit when customer books appointment. Square sends invoice automatically, and appointment is confirmed once deposit is paid.

No-Show Fees: Charge no-show fees by creating invoice after missed appointment.

Mobile App Features

Square's mobile app (iOS and Android) provides comprehensive invoicing on the go:

Create and Send Invoices

• Full invoice creation on mobile
• Access customer list and item library
• Add photos and attachments
• Send via email or text message from phone

Request Payments In-Person

Unique to Square: Request payment for invoice while standing with customer:

1. Create invoice on mobile
2. Show customer preview
3. Customer enters card info or approves using saved card
4. Payment processes immediately
5. Customer receives digital receipt

Use Case: Contractor completes job → creates invoice on-site → requests payment → customer pays with card → contractor leaves with payment guaranteed.

Photo Attachments

Take photos and attach to invoices:

• Before/after photos (contractors, cleaners)
• Delivery confirmations
• Signed agreements
• Completed work documentation

Customer Experience

Square provides a polished customer-facing invoice experience:

Email and Text Delivery

Email:

• Professional branded template
• "Pay Invoice" button prominently displayed
• Invoice summary (amount, due date, business name)
• PDF attachment

Text Message:

• Brief summary with amount and due date
• Clickable link to full invoice
• Great for customers who prefer SMS

Payment Options

Credit/Debit Card:

• Enter card details
• Option to save card for future payments
• Apple Pay / Google Pay one-tap payment

ACH Bank Transfer:

• Enter bank account and routing number
• Lower fee for large invoices
• 2-3 day processing time

Pay in Installments (Afterpay integration for eligible businesses):

• Customer splits payment into 4 interest-free installments
• You get paid in full upfront
• Afterpay handles customer payments

When to Choose Square Invoicing

Square Invoicing is ideal if you:

1. Process In-Person Payments

Why: Unified payment ecosystem; all payments (POS, online, invoices) in one place Example: Retail shop with custom orders

2. Need Mobile Invoicing

Why: Square mobile app is excellent for creating invoices on-site Example: Contractor invoicing after job completion

3. Want to Avoid Monthly Fees

Why: Square invoicing is free (pay only processing fees when customers pay) Example: Seasonal business with variable invoice volume

4. Require Deposit Requests

Why: Square makes it easy to request partial payment upfront Example: Event vendor requiring 50% deposit on bookings

5. Need Automatic Payment Collection

Why: Square can auto-charge saved cards for recurring billing Example: Subscription box service, monthly cleaning service, membership fees

When Square Isn't the Right Choice

Consider alternatives if:

1. You Bill Hourly and Need Time Tracking

Better Option: FreshBooks or Harvest Why: Square doesn't include time tracking; you'd need to integrate 3rd-party tool

2. You Need Full Accounting

Better Option: QuickBooks Online or Xero Why: Square invoicing doesn't include P&L, balance sheet, or accounting features

3. You Have International Customers

Better Option: PayPal or Stripe Why: Square limited to U.S., Canada, UK, Australia, Japan

4. You Need Complex Recurring Billing

Better Option: Stripe Billing or Chargebee Why: Square recurring invoices are simple; advanced subscription logic requires more sophisticated tools

Tips for Getting the Most from Square Invoicing

1. Enable Automatic Reminders

Settings > Invoices > Payment Reminders. Turn on automatic reminders to reduce manual follow-up by 80%.

2. Use Square Card Reader for Deposits

When meeting with clients, use Square card reader to accept deposits on the spot. Creates better cash flow than waiting for invoice payment.

3. Set Up Item Library

Add your common products/services to Square's item library. Makes invoice creation 3x faster.

4. Request Permission to Save Cards

When customers pay first invoice, request permission to save card. Future invoices can auto-charge.

5. Attach Photos to Invoices

For contractors, cleaners, and service pros: Attach before/after photos. Increases payment speed by showing completed work.

6. Enable Tips for Service Invoices

Settings > Invoices > Enable Tips. Service businesses (housecleaning, pet care, personal training) can receive tips via invoices.

7. Use Text Message Invoices

Customers check text messages faster than email. For urgent payment requests, send via SMS.

8. Combine with Square Appointments

If you offer services, use Square Appointments to book and automatically invoice after each appointment.