BizScheduler integration with Square for card payments

BizScheduler integrates with Square, one of the leading technologies for taking credit card payments via mobile devices.  This integration provides the following features and benefits:

• Your field workers can take credit card payments directly from your customers at the time of service using their phone or tablet
  
• Because the card is swiped rather than keyed in (swiping is more secure), the transaction fee is at a lower rate, for example 2.75% instead of 3.5%
  
• IOS (iPhone and iPad) and Android devices are supported
  
• Your customer can choose to get a receipt directly from Square by text or email
  
• You can take credit card payments, even if you do not use QuickBooks
  
• If you do use QuickBooks, the integration BizScheduler provides with QuickBooks is seamless
  
• By using options within Square, you can brand the screens in Square with your business logo
  

How does it work?

First, you’ll need an account with Square.   It is free and straightforward to sign up. Here’s a link to their website: www.square.com

During the sign up, you’ll have an opportunity to get a mag stripe reader for free, or you can purchase an upgraded reader that takes chip cards and allows contact-less reading of credit cards.  The free one looks like this:

There are lots of features in Square which you can explore and use. This documentation outlines the basic setup and processing steps that are needed for BizScheduler use. Using the following settings will provide the necessary permissions and limit your field workers to taking payments and seeing only their last 5 transactions. 

We recommend that for each worker you’ll have taking credit cards in the field, set them up as an employee in Square. Square will use your worker’s email address to send them a link to set their password and download the Square app on their device. Employees are quite easy to set up from your Square dashboard at Square.com. Click Employees in the left navigation pane, and the Employees screen is shown:

When you click Create Employee , you only need to enter the circled areas shown below: 

After you save each employee, they will be emailed an invitation to their Square account and be prompted to download and install the Square app on their device. Once they have completed this step their device will be ready to process payments in the field.

Once you are in the Square app, you must tap Credit Card to continue: 

Assuming the charge is successful, the customer will be presented with a signature screen:

Then, an option to receive a payment receipt directly via email or text or to skip this step is shown:

The receipt that is sent from the Square app will show your company name and the payment amount, but not the details of the job.  If you want that level of detail, you have three options within BizScheduler:

• Email the invoice directly from Mobile Work Orders .  To give your worker this capability, enable Show Invoice from Mobile Work Orders  on the Worker Information  screen.  
  
• Use the Quick Invoice  button on the Job Information  screen (if enabled), or
  
• Generate Invoice  from the Accounting Report .
  

And finally, the last screen from Square. Tapping anywhere will return you to the Mobile Work Orders  screen in BizScheduler.

In BizScheduler, you’ll see job notes for the status of the payment.  If multiple attempts were made (say one card was declined but another worked), you will see a note for each attempt as shown here:

Also, when a payment succeeds, the credit button is replaced with the word Paid to avoid double charging for the same job.

After this, the notes and payment info are available on the Job Information screen (the job amount is different in the example screen below):

The card type and last 4 digits of the swiped card from Square are displayed.   You cannot click the blue arrow to see the full card number, as it is not available from Square.   The  Exp. (mm yy)  is also not available, so it set to 5 years in the future.   Finally, Card Zip , Name on Card , and Card Address  are copied from the customer record and NOT from the card info, as again this info is not available from Square.

At this point, the job is ready to be exported to QuickBooks (if you use QuickBooks) via the Accounting Report .   Exporting the completed job to QuickBooks will create the invoice and show the invoice as paid by credit card.   Reconciling with the bank deposit in a day or two works exactly like it did before.  After export, the Payment History reflects the card payment details, including “Square” as the first word in the Other Info section:

Integration with QuickBooks

This section describes how Square processes card transaction fees and how that impacts QuickBooks and bank feeds into QuickBooks.  The example here is using terminology for QuickBooks Online, but the concepts apply to QuickBooks Desktop also.

Unlike Intuit card processing, which deposits the entire invoiced amount into your bank account then separately deducts the processing fees, Square deducts the processing fees before making the deposit.  In QuickBooks you will see the NET amount of the deposit less processing fees as the payment from your bank feed.

For example, say you had two jobs in BizScheduler and both were paid by card through Square on the same day:  one job/invoice for $1.01 and the other for $1.02, for a total of $2.03.   At the end of the day, you exported both jobs to QuickBooks.  In QuickBooks, you would have two new invoices created, and two payments for $1.01 and $1.02 respectively.   These would appear on your Invoices screen as Paid (not deposited) .

When the bank deposit occurs from Square, the deposit will be for $1.97, not $2.03 because Square deducted their transaction fee. When you sync your bank account with QuickBooks, you’ll see a Deposit for $1.97, which you can Add from the Review screen.  But how to match a $1.97 deposit with a $2.03 payment total?

First, in QuickBooks go to the Register for your account that received the deposit.   In our example, the Deposit would be for $1.97.  Click on the Register entry, then click Edit.   The Bank Deposit screen is displayed (see next page).  The invoices with payment records that are in the “not deposited” state will be shown at the top, and the Deposit itself will be shown at the bottom.   As usual, select all the payments that match the total deposit.   In our example, the payments for $1.01 and $1.02 would be selected, totaling $2.03. 

Next, click on the entry under the Add other funds to this deposit  section near the bottom of the screen.  In our example, this would be the bank feed entry showing the Square deposit of $1.97.   Edit the entry as follows: 

1. Set Received From  to Square (you may need to create a new Vendor account called Square the first time)
   
2. Set Account  to Card Processing Fee, or whatever you’ve named the Expense account to track your fees.  
   
3. Set Amount to the card processing fee from Square -- a negative value.  In our example, $-0.06.
   

That will put everything in QuickBooks where it is supposed to be: