How to Set Up Square Payments

In order to view content or perform actions referred to in this article you need to have the appropriate permissions enabled in your security group. Go to System > Setup > Security Groups and access your security group to update your permissions. The relevant security group tab and specific permissions for this article can be found here:

Payment Methods

Defaults

If you have been using Simpro Premium Payments, powered by IntegraPay, it is automatically disconnected from Simpro Premium when you activate Square Payments.

You need to contact IntegraPay to cancel your IntegraPay account.

The message “Enabling Square Payments will disable Simpro Premium Payments. Are you sure you wish to continue?” appears when you activate Square Payments. Click Confirm to disable Simpro Premium Payments. Once you confirm to disable, Simpro Premium Payments powered by IntegraPay cannot be re-enabled.

To create a payment method for Square Payments:

1. Go to System > Setup > Accounts > Payment Methods.
2. Click Create Payment Method.
3. Enter a Name.
4. Select Other as the Type.
5. Enter the relevant Posting Account No. from your accounting package.
6. Enter a Finance Charge.
   • Note that Square applies their processing fee to the entire payment amount applied, including the finance charge set in Simpro Premium. Therefore, if your finance charge in Simpro Premium is set to the same percentage as the Square processing fee, the Square processing fee applied to the transaction is larger than your calculated finance charge in Simpro Premium.
7. Click Create.
8. To make the payment method available for Simpro Mobile go to Mobile > Invoicing.
9. Toggle on the payment method.

To activate Square Payments:

1. Go to System > Setup > Square Payments.
2. Click Authorize Simpro Premium to connect to Square.
3. You can sign up for a Square account for free with Simpro Premium.
   • If you have multi-company and Defaults are not shared, or multiple Simpro Premium companies, a Square account is required for each Simpro Premium company as the Square account can only be connected to one company at a time.
4. Enter Square account details.
5. Select the Location that you are raising payments for.
6. Select the Payment Method set up for Square.
7. Click Save.

If you are using Xero as your accounting package, you can export Square processing fees to Xero as separate transactions so that they are reconciled automatically. To ensure that your Square processing fees are sent to Xero correctly you must map the relevant Xero account in the financial defaults in Simpro Premium.

To set up your financial defaults for Square and Xero:

1. Go to System > Setup > Defaults > Financial.
2. In the Square Processor Charge Account field enter the code for the account that Square finance charges will be posted against.
3. In the Xero Contact for Square Processor Charge field search for and select an existing supplier from Simpro Premium that your Square finance charges will be associated with.
   • Square Processor Charges must be associated with a supplier when they are sent to Xero. All transactions in Xero require either a customer for income, or a supplier for expenses.
   • If you do not have an appropriate Supplier setup you can create one from People > Suppliers > Create Supplier. Once it has been created, ensure to export it to Xero. Learn more in How to Create Suppliers.
4. Enter codes for other Accounts, as required. Learn more in How to Set Up Financial Defaults.
5. Click Save.

Note that the Square Processor Charge Account and Xero Contact for Square Processor Charge fields do not appear unless you have integrated your Simpro Premium build with Xero and activated the Square payments integration.

To add a payment link to invoice forms:

1. Go to System > Setup > Forms Setup.
2. Click Invoice > PDF Templates.
3. Click the How to Pay sub-tab.
4. Under Payment Options, check the columns to ensure that Credit Card has been assigned. To assign it, select it from the Options Assigned drop-down, then click Add Fields.
5. Click Save.

If Credit Card Customise Message is turned on, this will overwrite the Square payment link on invoices.

To add a payment link to emails:

1. Go to System > Setup > Forms Setup.
2. In the left column, click Invoice or Statement as required.
3. Click the Email Set Up sub-tab.
4. Place the cursor in the Body text box, in the place you want the link to appear.
5. Under Insert Field, select Online Payment Link.
6. Format the rest of the Body as required.
7. Click Save.