No option for invoice when taking a payment

[DMacu75]

I use Square for booking appointments and payments. If a customer has not saved their card, the only way for me to collect payment is to send an invoice. I have been marking the appointment as "other" for the payment option. Then I send them an invoice. This has caused the total amount collected to appear double in my Square records. I emailed them about this yesterday, waiting to hear back.

Has anyone experienced this?  Come tax time, I have to manually comb through dozens of entries to see which one is a duplicate, making Square's reporting completely useless.

[crystalimages]

All other payments will show up as income for tax purposes. This is intended to allow you to keep all records in one system. So if you use another payment processor in some manner, some sort of gift card, or if you collect $50 worth of fish as payment, you can enter that into your records.

I would recommend refunding the other payments so you don't have duplicate payment amounts.

If you use the appointments app which is free, rather than the basic POS, you can open the appointment, review and checkout, then send the order as an invoice from there. No need to make "other payment" then send a separate invoice. 

[crystalimages]

One thing I forgot to mention. I have noticed that some of my iPads that are older 4th gen, some no longer give me the invoice option. Strange because some do and some don't. Some received the new POS layout, some didn't. 

If you're not seeing it as an option, you may have to get a newer device, or make sure it has the latest version of square.

Also, make sure under payment options that invoice is turned on. It's possible it glitched and turned it off.

[DMacu75]

Hi, thank you so much for the reply. I'm using Square from my desktop. I checked the Virtual terminal settings but there was no option to turn on invoices for payment. Is there another section where this would be in? 

[crystalimages · Accepted solution]

I see. It doesn't appear you can send an invoice from the virtual terminal. 

I suppose they assume if you're on your computer you will just create an invoice under the invoices section.

I can see where this could be useful if you don't use the Appointments App.

The only option would be to ignore the appointment and create the invoice separately.

This happens with my business all the time. It will just leave the appointment without payment. Doesn't seem to hurt anything for me. I suppose there might be some other reports that would show lost/potential revenue. That I'm not certain of.

I recommend if you have the option to download the appointments app to a phone or tablet. I think you will find this much easier to accomplish what you need. It's available on iPhone, iPad, and Android devices.

[DMacu75]

Yes, "The only option would be to ignore the appointment and create the invoice separately." This sees like the best / only feasible option at this point. Thank you, much appreciated!

Now I'll be doing some XCEL sheet gymnastics to reconcile past invoices and appointment payments for the new year. 😫

[crystalimages]

If you do have the option of using the Square Appointments app on some device, it will do what you want. 

You can open the appointment, review and checkout, then when you would normally take payment, you send as invoice.

Provided you turn that payment option on in the app settings.