Square

Square is a payment platform that lets you accept in-person payments through card readers, POS terminals, and contactless devices. You can connect your Square account to Zoho Billing and record customer payments collected through Square terminals directly against their invoices.

Insight: Square uses an account-based connection — no API keys or merchant codes are required. Zoho Billing connects to your Square account through a secure authorisation process. Ensure you have an active Square account before you begin.

Set Up Square Terminal

To connect Square, you sign in to your Square account directly from Zoho Billing. No API keys or merchant credentials are required — the connection is established through Square’s authorisation flow.

To set up Square Terminal:

Go to Settings and select Payment Gateways under Online Payments.
Click Set Up Now next to Square.
Click Connect Now.
You will be redirected to Square’s sign-in page in your browser. Sign in to your Square account.
Authorise Zoho Billing to access your Square account.
You will be redirected back to Zoho Billing once the connection is established.

Square Terminal will be connected to your Zoho Billing organisation.

Configure Payment Terminal

After connecting Square, you can add and manage your terminal devices to process in-person payments at your store.

To add a terminal device:

Go to Settings and select Payment Gateways under Online Payments.
Click Manage next to Square.
Under the Terminal Devices tab, click Add Terminal Device.

Field	Description
Terminal ID	The unique identifier assigned to the Square terminal device. This can be found in your Square dashboard under Devices.
Terminal Name	A name to identify and distinguish the terminal device within your organisation.
Payment Gateway	The payment gateway assigned to process transactions through this terminal. This is pre-set to Square.

Click Save.

Record a Terminal Payment From an Invoice

Use the invoice’s Details page when you want to record payment for a specific invoice.

To record a terminal payment from an invoice:

Go to Sales > Invoices.
Select the invoice for which you want to record payment.
Click the Record Payment dropdown.
Select Record Payment.
Enter the amount received.
Select the terminal payment provider in the Payment Mode field.
Enter the terminal transaction reference or authorisation details shown by the provider.
Click Record Payment.

If the full invoice amount is recorded, the invoice status changes to Paid. If only part of the invoice amount is recorded, the invoice status changes to Partially Paid.

Record Square Terminal Payments

After setting up Square Terminal, you can record payments received through the terminal from the Payments Received module.

To record the payment:

Go to Payments > Payments Received.
Click the + New button in the top right corner.
Select the customer from whom you received the payment.
Enter the amount received.
Select Square as the Payment Mode.
Enter the Square terminal transaction details.
Apply the payment to the customer’s invoice.
Click Save.

The payment will be recorded against the selected customer and invoice.

More Actions

You can manage your existing Square terminal devices using the following actions.

Delete Terminal Device

You can delete a terminal device that is no longer needed.

Go to Settings and select Payment Gateways under Online Payments.
Click Manage next to Square.
Hover over the terminal device you want to delete and click the More icon.
Click Delete and OK to confirm the action.

Edit Terminal Device

You can update the details of an existing terminal device at any time.

Go to Settings and select Payment Gateways under Online Payments.
Click Manage next to Square.
Hover over the terminal device you want to edit and click the More icon.
Make the necessary changes and click Save.

Mark a Terminal Device as Inactive

You can mark a terminal device as inactive to temporarily disable it without removing it from your configuration.

Go to Settings and select Payment Gateways under Online Payments.
Click Manage next to Square.
Hover over the terminal device you want to mark as inactive and click the More icon.
Click Mark as Inactive.

Troubleshoot Terminal Payment Setup

If Zoho Billing does not accept the terminal value, check the details in your provider dashboard and try again.

Use this checklist:

Check whether the provider generated a new authorisation code after the previous one expired.
Confirm that the terminal is active in the provider dashboard.
Verify that you selected the matching provider in Zoho Billing.
Contact your payment provider if the terminal value is not visible in the provider dashboard.

After correcting the details, update the provider settings in Zoho Billing and save the changes.

Was this document helpful?

Yes