How can I setup custom table fields within Square Invoices?

[evergreen-hoses]

The title of this thread has been edited from the original: Modifying Table Fields

Hi everyone,

We operate a hydraulics supply company and have clients with specific layout requirements for their invoices.

I need to arrange the invoice table fields as follows:

Item Price, Shipped, Back Ordered, total cost

where:

Shipped * Item Price = total cost

Is there a way to set this up? If not, do you know of any other software or integration that can do this while updating inventory?

Thank you!

[Stacelyn24]

Hey there! Square’s current invoice layout doesn’t support custom table fields like “Shipped” or “Back Ordered,” and there’s no built-in way to change the column structure or create custom formulas like Shipped x Item Price = Total Cost.

For more advanced invoice formatting and inventory tracking, you might want to look into integrations like QuickBooks, Zoho Inventory, or Katana — they offer more flexibility with invoice layouts and inventory workflows, and some can sync with Square.

[Summer2024 · Accepted solution]

Hi, @evergreen-hoses ! Welcome to the Square Community! I have outlined below some options for what you are trying to do. @Stacelyn24 also provided some insight as well!

Here's what you need to know about your invoice customization request:

Square's Current Limitations

1. Square's invoice layout customization is relatively limited
2. You cannot fully customize the order of columns or add custom calculation fields
3. The standard Square invoice format shows:
   • Item name
   • Quantity
   • Price per unit
   • Total amount

Possible Solutions

1. Square + External Integration

   • Use Square for the transaction and inventory
   • Connect to an external invoice generation system through Square API
   • Popular options that integrate with Square:
     • QuickBooks
     • Xero
     • Zoho Invoice
     • SumUp

2. Alternative ERP Systems These systems offer both inventory management and custom invoice layouts:

   • NetSuite
   • Sage
   • Epicor
   • Microsoft Dynamics 365 Business Central

   These are specifically good for hydraulics/industrial supply companies because they:

   • Handle complex inventory management
   • Support custom invoice layouts
   • Manage back orders effectively
   • Track partial shipments

3. Custom Solution Using Square API

   • Continue using Square for POS and basic operations
   • Create a custom integration that:
     • Pulls data from Square
     • Generates custom-formatted invoices
     • Updates inventory automatically
     • Handles back-order tracking

I hope this helps! 

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