Custom Order Form for taking orders at events

[Catt9l]

Hi there

I'm a (UK-based) jeweller and artist and will be exhibiting at some trade shows in a couple of months time. I have some pieces that are pre-order only and cannot be purchased directly on the day. I'd like to create an order form that links with my Square account to take their details, details of the product or commission, T&Cs, delivery information, a notes section for any other details and then either payment in full or deposit. If there's a way of sending them a receipt and details of the transaction immediately upon payment that would be ideal. I'd like to have the form easily accessible on an iPad on the day to make the process as fuss-free and professional as possible.

Is this possible?!

Any advice would be most gratefully received. Many thanks.

[Sam_400º]

Hey @Catt9l - the invoices option is perfect for this. 

You can take in person payments straight away too, but it allows you to do a more detailed outline. There is also a dedicated invoices app. 

I subscribe to the paid invoices plan and I'm not totally sure where the the cut off for some features are (there is a trail available too though - so could be worth it to test out all the features). You can create templates and saved information so it's all there ready to go when you're at your trade show. 

Having a quick look at the plus subscription you can probably get away with out it as there's the option to have a message where you could put your T&C's anyway. 

[Catt9l]

Hi @Sam_400º 

Thank you so much for responding so quickly!

This sounds like it could work perfectly. But please forgive me, where do I find the invoices section? I can't seem to locate it.

Many thanks again for your help

[Sam_400º]

It’s in the standard app (under the ‘more’ menu bottom right), in the online dashboard in the left menu options or there is a standalone app too 👍

[tonydow]

Just to add to the above, there is an option when creating an invoice to add an attachment as a photo or pdf which could work for your T&C. When adding an item to the invoice it can be from existing items you may have  in Square or a custom amount 

[Catt9l]

@Sam_400ºthank you so much, found it! I've had a little go with it, I think I've worked out how to take a deposit there and then and put a schedule on the remainder. I'll have a look for the standalone app.

Thank you @tonydow , that's really helpful. I think the contract template will be perfect to lay out the terms etc. I just need to sit down and write all that out now!

I'm using it on my phone right now, which is a bit fiddly, so I'm hoping once I get an iPad Mini (with a keyboard) it'll make the process a bit quicker. I hate making customers wait, and always feel the pressure in those situations!

Thank you both 🙂

[Sam_400º]

@Catt9l Just a note that you'll pay a slightly higher fee if they settle the balance online of 2.5% rather than the 1.75% you pay when the transaction is done 'normally'. 

Wanted to point it out so there are no surprises and you can build it into your prices if needed. 

Like @tonydow suggested I use the PDF attachment for my terms as set all mine up before the contracts were available and have never needed to update. 

It's quite useful that you can see a full history too of when emails were opened and invoices viewed. 

You can also amend invoices, so useful if you're not taking full payment and they ask for something to be changed/added. You can just update the same invoice (that shows the deposit payment) and let them know. 

[Catt9l]

Thank you @tonydow, that's all really good to know. When you say normal payment, I'm assuming you mean through the card reader? So if I took a 60% deposit on the day via the card reader it would incur 1.75% fee and then when they settle up the balance via the clicking on the payment button on the invoice and using their card it would then incur a 2.5% fee?

In the case of splitting the payment I'd be incurring two lots of fee charges, it would seem. Or am I misunderstanding?

Apologies for all the questions! You and @Sam_400º have been so helpful.

[Sam_400º]

Hey @Catt9l, if you split into deposit and final payment you'd only pay one fee on each of the payments but the fee on the payment button would be higher. 

So your fees for a £100 order (with 60% deposit paid with the reader) would be:

Deposit £60 = Fee of £1.05

Balance £40 = Fee of £1

Total fee of £2.05

If you took full payment via the reader the fee would be £1.75

[Catt9l]

Hi @Sam_400º 

Thats what I thought, thank you for confirming that. It’s all good for thought and great to know I’ve got options!