Guide to the Square integration
This guide is designed to pull together all of the information you need to get up and running with Square to streamline your invoicing and reconciliation processes.
Square is only available to WriteUpp users based in the UK. For those of you who are not UK based, you will be able to set up Stripe, which allows online payments only
The Square integration allows you to:
Accept prepayments via online booking
Take card payments in clinic
Offer online invoice payments post treatment
You can read an introduction to, and a little bit more about, Square here -> Introducing Square
As with most integrations, there are a few setup steps you'll need to follow before you can make use of all of the fantastic features that the Square integration offers. These steps are generally one time processes to get you underway.
First, you'll need to connect WriteUpp and Square -> Connecting WriteUpp to Square
Next, you can set up in person card payments.
You'll do this by pairing a Square terminal to WriteUpp -> Pairing a Square Terminal for in person payments
If you don't have a Square terminal yet, worry not. You can come back and do this at a later date! You can set up online payments initially and pair a terminal for in person payments when you are ready to provide an end to end pathway covering both in person and online payments!
If your business expands and you need to add another terminal at a different location, that's also not a problem. Just follow the steps again to pair multiple terminals to a single WriteUpp account so you can take payments wherever you are!
You'll also be able to set up online payments to accept both prepayment of appointments made via online booking, and to allow your clients to pay an invoice securely online.
To set up for online payments via Square, you'll need to choose a location from your Square account that these payments are allocated to -> Setting up Square online payments
To allow clients to pay their invoice online, you'll then need to add a pay link to your invoice footer -> Adding a Square payment link to invoices
And if you'd like to take online booking prepayments (which can be a great way to reduce your DNA rate!), you'll need enable online booking prepayments within online booking -> Switching on Square prepayments for online booking
Once you've completed the set up steps above for the payment pathways you'd like to use, you're ready to start taking payments from your clients! Read on to find out more about each of those pathways...
In person card payments can be taken from several different places within WriteUpp. The process you'll follow to take a card payment via the Square terminal is generally the same in each of those places.
A quick card payment can be taken directly from the appointment details for a non-invoiced appointment -> Quick card payments using the Square terminal
ALL user roles will have access to take a quick payment of an appointment via this pathway. This includes Regular and Restricted users who have have no wider access to financial information
Invoice payments can be taken from the bottom of a saved invoice -> Invoice payments using the Square terminal
Site administrators and Privileged users will be able to take a card payment for a saved invoice
An invoice part payment can also be taken using the terminal -> Invoice part payments using the Square terminal
Site administrators and Privileged users will be able to take a part payment via card for a saved invoice
Covering situations where you might be conducting remote appointments, online invoice payments provide a secure way for your clients to pay in their own time either before or after a session.
Learn more about how clients pay an invoice online here -> Online invoice payments with Square
Requesting online booking prepayment from your clients can be a great way to reduce your DNA rate, and to limit the time you spend dealing with payments post treatment.
Online booking prepayments are covered in more details here -> Online booking pre-payments with Square
If you're currently using Stripe, you can quickly switch over to using Square instead,
You can find the switching process covered here -> Switching from Stripe to Square
If you'd no longer like to benefit from the seamless omni-channel payments provided by Square, you can disconnect from Square at any point.
Disconnecting from Square is covered here -> Disconnecting your Square account
While you familiarise yourself with Square, you might come across something you're not expecting. You can find some information on troubleshooting the integration here -> Troubleshooting the Square integration
If you've got any questions about the Square integration or how it works, we've gathered together some frequently asked questions here -> Square FAQs
If you can't find what you're looking for, please contact us via live chat and we'll be delighted to help!
Square is only available to WriteUpp users based in the UK. For those of you who are not UK based, you will be able to set up Stripe, which allows online payments only
Square is only available to WriteUpp users based in the UK. For those of you who are not UK based, you will be able to set up Stripe, which allows online payments only
The Square integration allows you to:
Accept prepayments via online booking
Take card payments in clinic
Offer online invoice payments post treatment
You can read an introduction to, and a little bit more about, Square here -> Introducing Square
Setting up the Square integration
As with most integrations, there are a few setup steps you'll need to follow before you can make use of all of the fantastic features that the Square integration offers. These steps are generally one time processes to get you underway.
Getting started
First, you'll need to connect WriteUpp and Square -> Connecting WriteUpp to Square
Setting up in person payments
Next, you can set up in person card payments.
You'll do this by pairing a Square terminal to WriteUpp -> Pairing a Square Terminal for in person payments
If you don't have a Square terminal yet, worry not. You can come back and do this at a later date! You can set up online payments initially and pair a terminal for in person payments when you are ready to provide an end to end pathway covering both in person and online payments!
If your business expands and you need to add another terminal at a different location, that's also not a problem. Just follow the steps again to pair multiple terminals to a single WriteUpp account so you can take payments wherever you are!
Setting up online payments
You'll also be able to set up online payments to accept both prepayment of appointments made via online booking, and to allow your clients to pay an invoice securely online.
To set up for online payments via Square, you'll need to choose a location from your Square account that these payments are allocated to -> Setting up Square online payments
To allow clients to pay their invoice online, you'll then need to add a pay link to your invoice footer -> Adding a Square payment link to invoices
And if you'd like to take online booking prepayments (which can be a great way to reduce your DNA rate!), you'll need enable online booking prepayments within online booking -> Switching on Square prepayments for online booking
Taking payments via Square
Once you've completed the set up steps above for the payment pathways you'd like to use, you're ready to start taking payments from your clients! Read on to find out more about each of those pathways...
Taking in person payments
In person card payments can be taken from several different places within WriteUpp. The process you'll follow to take a card payment via the Square terminal is generally the same in each of those places.
A quick card payment can be taken directly from the appointment details for a non-invoiced appointment -> Quick card payments using the Square terminal
ALL user roles will have access to take a quick payment of an appointment via this pathway. This includes Regular and Restricted users who have have no wider access to financial information
Invoice payments can be taken from the bottom of a saved invoice -> Invoice payments using the Square terminal
Site administrators and Privileged users will be able to take a card payment for a saved invoice
An invoice part payment can also be taken using the terminal -> Invoice part payments using the Square terminal
Site administrators and Privileged users will be able to take a part payment via card for a saved invoice
Online invoice payments
Covering situations where you might be conducting remote appointments, online invoice payments provide a secure way for your clients to pay in their own time either before or after a session.
Learn more about how clients pay an invoice online here -> Online invoice payments with Square
Online booking prepayments
Requesting online booking prepayment from your clients can be a great way to reduce your DNA rate, and to limit the time you spend dealing with payments post treatment.
Online booking prepayments are covered in more details here -> Online booking pre-payments with Square
Switching from Stripe to Square
If you're currently using Stripe, you can quickly switch over to using Square instead,
You can find the switching process covered here -> Switching from Stripe to Square
Disconnecting Square
If you'd no longer like to benefit from the seamless omni-channel payments provided by Square, you can disconnect from Square at any point.
Disconnecting from Square is covered here -> Disconnecting your Square account
Troubleshooting the Square integration
While you familiarise yourself with Square, you might come across something you're not expecting. You can find some information on troubleshooting the integration here -> Troubleshooting the Square integration
Square FAQs
If you've got any questions about the Square integration or how it works, we've gathered together some frequently asked questions here -> Square FAQs
If you can't find what you're looking for, please contact us via live chat and we'll be delighted to help!
Square is only available to WriteUpp users based in the UK. For those of you who are not UK based, you will be able to set up Stripe, which allows online payments only
Updated on: 20/06/2022
Thank you!