Invoicing with Square

[xtiansimon]

I'm a bookkeeper for a small bakery that does catering.

They currently use Excel to create their invoices and Square to process payments.

One thing this DIY system lacks is statements and reporting.

I need a solution that can:

1) generate order statements for billing--per. customer (!!), per sales manager (??)

2) generate production (scheduling) reports--no point in keeping multiple systems for maintaining schedules (?!). 

3) generate sales reports (??) (eg. summary categories --food, drinks, delivery, sales tax, tips, per invoice and fullfilment date) for bookkeeping.

4) quick invoicing features such as repeat bill same customer (??), copy bill (!!), use bill as template (??)

Reviewing Square Invoicing, I see some of my critical needs are met (marked as (!!)), and the others I don't know (??) or it's unclear (!?). I would certainly appreciate options which allow me to customize the reports based on our needs.

Can I get what I need from Square or one of Square's Partners?

[isabelle]

Hey @xtiansimon!

Thanks for your post. I think we can meet most of your needs. Couple of things first, though. Would you mind elaborating on how you would use #2? I'm not sure if that's something we have readily available.

We do have filters that allow you to view a customer's invoice history, generate invoice and item reports, set up recurring invoices, and charge cards on file.

As far as employee sales tracking, we do provide that ability in checkout. You could give each employee their own login to take payments on your behalf, and they could generate invoices from either the Online Dashboard or the Invoices App. For more information on Team Management, take a look here.

If you're still unsure whether we can meet your needs, I would suggest giving us a call.

[xtiansimon]

Thanks for your reply.

Regarding #2,

An order for my client has several types of dates,

a. order taken date

b payment dates (deposits/partial payments, final/full payment)

c. fulfillment/delivery date

Square invoice reporting shows--

- Invoice export shows invoice date, which can stand for 'order taken' (a)

- Invoice export shows due date, which can stand for fulfillment date (c)

- Invoice export shows last payment date which can stand for 'final payment date' (b.2)

Now that I'm digging in, I see the data is captured and available in Excel.

I hope that answers your question.

My question #3 seems unfulfilled, because the only exportable report I can find related specifically to invoices is this one:

     [Dashboard] > Invoices --> Export

It doesn't contain all of the bookkeeping summary categories (food, drinks, delivery, sales tax, tips), but only Total and Tip.

Are there other reports I can download?

Is there an API?

Invoice Token	Wusgg3R-nXoTjibittUF6A
Invoice Date	11/26/2020
Time Zone	Eastern Time (US & Canada)
Invoice ID	#000003
Customer Name	George Jetson
Customer Email	[Personal Information Redacted]
Invoice Title	Rosie's birthday
Status	Scheduled
Requested Amount	$165.21
Due Date	11/26/2020
Last Payment Date
Amount Paid	$0.00
Recurring Series ID
Invoice Method	Email
Number of Installments	1
Tip Amount	$0.00

[isabelle]

Hey @xtiansimon!

Thanks for your reply. 

Here is a list of all the available reports within the Online Dashboard. To address #3, it looks like Items Detail Transaction Report may be what you're looking for so that you can view the food, drinks, delivery, sales tax and tips details. 

If Square Invoicing and Reporting will not meet those needs, here is a list of the Invoicing & Services apps that Square integrates with. Let me know if you have any questions about this.