thread Re: How do I send an invoice showing it was paid in Payments Troubleshooting

How do I send an invoice showing it was paid

MHM1 — Sun, 21 Sep 2025 06:24:24 GMT

I have a hands-on organizing business where I help clients organize their homes so they typically pay me in person by check when it's a smaller job but still sometimes request an invoice. How do I send an invoice showing it was paid if they pay me directly on site with a check but still request the invoice?

Re: How do I send an invoice showing it was paid

TheRealChipA — Wed, 20 Jul 2022 18:35:22 GMT

@MHM1 From either your invoices app or Invoices on your online dashboard, select the invoice and print or download it. At the bottom is the payment history. See attached screen shot.

Re: How do I send an invoice showing it was paid

MHM1 — Wed, 20 Jul 2022 18:58:32 GMT

That wasn't what I was really asking. I was asking if a client does NOT pay through the square platform and hands me a check for payment but would still like an invoice sent, how can I show that it has been paid in full when sending it instead of it looking like it's an outstanding payment? Currently, I send the invoice with a note mentioning the invoice is paid in full then after the client opens it, I cancel the invoice so that Square doesn't show it as an outstanding invoice.

Re: How do I send an invoice showing it was paid

TheRealChipA — Wed, 20 Jul 2022 19:13:30 GMT

@MHM1 Ah. I assumed you were already creating a “dummy” invoice and then applying the payment to it manually. My bad for making that assumption!

You can create an invoice and send it to their email. Then immediately go back into the invoice and click “Add payment” -> Record payment -> then choose the payment type (check, for example). Then download and email the paid invoice to them as well. It’s a few steps, but it works.

That’s the only mechanism that I know of to do what you want through Square. It wouldn’t be too bad since you could tell them to expect two invoices — one unpaid and one paid.

I hope that helps!

Re: How do I send an invoice showing it was paid

MHM1 — Wed, 20 Jul 2022 19:27:50 GMT

Ok, thank you! Also, how would I apply the payment manually as you originally thought I was doing because that would work too, I guess. I didn't know I could do that.

Re: How do I send an invoice showing it was paid

TheRealChipA — Wed, 20 Jul 2022 19:30:12 GMT

You would do it as I just described. Like I said, I just assumed you were already doing that — creating an invoice, then going back into it and recording a check payment. Having said that, you can manage invoices from either your online dashboard, or from the Square Invoices App. Both give you the same functionality, in different formats.

Re: How do I send an invoice showing it was paid

MHM1 — Wed, 20 Jul 2022 20:01:35 GMT

Ok, I did NOT realize I could do that! That is super helpful, thank you so much, that is exactly what I needed! Sorry I didn't understand your original response. Thanks for your patience:)