Articles on: Square Integration

Quick card payments using the Square terminal

A quick card payment allows you to take a payment for a single non-invoiced appointment directly from the appointment in your diary. It will use the cost of the appointment type as defined within Settings -> Scheduling -> Appointment types and the default VAT rate for appointments from Settings -> Invoice to calculate the total amount payable. A quick card payment via the Square terminal will incur a charge of 1.75% per transaction.

You don't even need to create an invoice for the appointment first, we'll do that for you when the payment is processed! You'll then be able to go straight to the invoice once the terminal has confirmed that the payment has been successful.

If you need to make any changes to the cost of an appointment, like changing the VAT rate or applying a discount, you'll be able to create an invoice instead and initiate payment from the saved invoice.

All user roles will be able to access and process a quick payment directly from the diary

To take a quick card payment:

Open the appointment you'd like to take payment for in either Day or Week view of the diary and click on the Square icon at the top right:

Check that the amount being displayed is the correct amount. Site administrators and Privileged users will be able to create an invoice from here should any changes be required. Regular and Restricted users will not see this option and should ask a site admin or privileged user to do this if required:

Click on Take Payment

If you have one terminal linked to your WriteUpp account, clicking on Take Payment will start the payment and send the total amount payable to the terminal

If you have multiple terminals linked, you'll be asked to select which one to send the payment to. Clicking on Confirm will then start the payment and send the requested amount to the terminal:

While the payment is being sent, you'll see Sending payment displayed on screen:

Once the connection has been made, WriteUpp will wait for the terminal to be ready:

This process should only take a few seconds. If you find yourself stuck on this screen for a while, check that terminal is on, connected to a network and that there isn't another payment being processed

Terminal will confirm that it has received the information and is ready for payment to be made. At this point you can confirm the amount displayed on screen matches that on terminal and present the terminal to your client for payment:

The client will insert, tap or swipe their card, and the terminal will process the payment. Once the payment has been made, the terminal will show that it has been approved and provide you with an option to generate a receipt. If the payment fails for any reason, you'll see the reason displayed on terminal and can tap on OK at the bottom of the terminal screen to allow your client to try again.

The terminal will send WriteUpp a message to confirm that the payment is complete. Site administrators and privileged users will see an option to go to the invoice that has been generated as part of the process. This option will not be shown to regular and restricted users:

If the payment is cancelled, either from WriteUpp or on the terminal, you'll also receive a message to show this in WriteUpp:

The invoice that has been created for the appointment will be marked as being paid via Square for you:

The payment will appear in your Square dashboard under transactions, identified by the WriteUpp invoice number:

The further information on the transaction in the Square dashboard, and on the receipt that can be printed from terminal, will show the payment as being for a "Custom amount":

Unfortunately we are not able to pass the name of the item to terminal to be displayed in place of "custom amount" at this time and there is no way to change how this appears.

Quick card payments via the Square Terminal will incur a transaction fee of 1.75% per transaction

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

Was this article helpful?

Share your feedback


Thank you!