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How to Process In-Person Payments via Square on your Mobile Device

Here are detailed instructions on how to process invoice payments on your mobile device using Square.

In-person payments are those where the customer is present. In these circumstances, you or the customer will swipe the customer’s credit card using the Square Reader (attached to your mobile device), or enter the customer’s credit card details manually.

 

Before you start: Connect your Square Account

Before you can start taking payments with Square, you’ll need to connect your Square account to InvoiceASAP. If you haven't already done this, read our detailed instructions on How to Connect your Square Account with InvoiceASAP to learn how.

To connect to Square you will need to be signed up to a paid InvoiceASAP plan (Base, Plus or Biz), and be using an iOS device. Unfortunately Square isn’t available on Android yet.

 

Step-by-Step Guide to Taking Square Payments on your Mobile Device

 

1. First, make sure that you have the Square Register app installed on your mobile device and that you are logged into your Square account on the app.

2. Open the InvoiceASAP app on your mobile device and Log in.

3. If this is the first time you are using Square after connecting your account with InvoiceASAP, you will need to make sure all your Square account information is transferred from the cloud to your mobile device.

On the home screen, tap ‘Refresh from cloud’. If you do not do this, then the option to pay with Square won’t be there.

Square-Refresh-from-cloud.png

 

4. Once you've refreshed from cloud, tap on Invoice List on the home screen and open the invoice that needs to be paid. Then on the Action Bar to the right of the screen, select ‘Pay now’

 

Square-invoice-pay-now.png



5. On the following screen you’ll be presented with a selection of different ways to pay. There will be an option to pay by credit card, and next to this button there should be the Square logo. Tap ‘Card’.

Note: If the Square logo is not visible on this page, go back to the home screen of the app and tap ‘Refresh from cloud’ (see step 3).

Correct

Incorrect (need to refresh from cloud)

Square-payment-options.png

Square-payment-options-no-square.png


6. Once you have tapped on 'Card', you’ll be directed to the Square app to process the payment.

Here, you can swipe the customer’s credit card using the Square Reader (inserted into the audio jack) or enter the customer’s credit card details manually.

If you enter the credit card details manually, tap the ‘Charge’ button once the credit card number has been entered.

Square-card-details.pngsquare-card-swipe.top.jpg

 

7. Next you will be directed to a signature capture screen. Pass the mobile device to your customer and ask them to sign using their finger or a stylus pen. Once the customer has signed, they will tap ‘Done signing’

 

Square-signature.png      Square-signed-payment.png

 

8. If this is the first time the customer has used their credit card on Square, it will ask the customer if they’d like to receive email or SMS receipts. They can select Email, SMS or ‘No thanks’ if they don’t want to receive a receipt.

 

Square-receipt-options.png

 

9. If the customer has already used their card with Square before (through another merchant), Square will have saved their preferences for how they wish to receive their receipt. This means that once they sign, they will be directed to an ‘Email sent’, ‘Message sent’ or ‘All done’ page.

Important: When the customer completes the payment, ask them to pass the mobile device back to you. Here you will need to tap on the screen to be directed back to the InvoiceASAP app. If you don’t tap on the screen, the invoice will not be marked as paid within InvoiceASAP.

Tap on the screen to mark the invoice as paid...

Square-email-sent-tap.png

Square-Message-Sent-tap.png

Square-All-done-tap.png

 

9 a. If the customer chooses to receive the receipt by email...

If it is the first time the customer has used their card with Square and they choose to receive their receipt by Email, they will be directed to a screen where they can enter their email address.

They enter their email address and tap ‘Send Receipt’. They will then be directed to a screen with the message ‘Email sent’.

Important: When the customer reaches the ‘Email sent’ screen, ask them to pass the mobile device back to you. Here you will need to tap on the screen to be directed back to the InvoiceASAP app. If you don’t tap on the screen, the invoice will not be marked as paid within InvoiceASAP.

Enter email address, send receipt Tap 'sent' screen  Invoice is marked as paid
Square-Email-address.png Square-email-sent-tap.png Square-invoice-paid.png

 

9 b. If the customer chooses to receive the receipt by SMS...

If it is the first time the customer has used their card with Square and they choose to receive their receipt via SMS, they will be directed to a screen where they can enter their phone number. Once they’ve entered their phone number, they tap send.

Important: When the customer reaches the ‘Message sent’ screen, ask them to pass the mobile device back to you. Here you will need to tap on the screen to be directed back to the InvoiceASAP app. If you don’t tap on the screen, the invoice will not be marked as paid within InvoiceASAP.

Enter phone number, send receipt Tap 'sent' screen  Invoice is marked as paid
Square-phone-number.png Square-Message-Sent-tap.png Square-invoice-paid.png

 

9 c. No receipt

If it is the first time the customer has used their card with Square and they select ‘No thanks’ when prompted for a receipt, they will be directed to a screen with the message ‘All done’.

Important: When the customer reaches the ‘All done’ screen, ask them to pass the mobile device back to you. Here you will need to tap on the screen to be directed back to the InvoiceASAP app. If you don’t tap on the screen, the invoice will not be marked as paid within InvoiceASAP.

Once paid, tap 'All done' screen Invoice is marked as paid
Square-All-done-tap.png Square-invoice-paid.png

 

Square’s fees for in-person payments

For payments processed through the Square Register app, Square's fee is 2.75% for swiped card transactions, or 3.5% + $0.15 if the card details are manually entered.

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