Overview
Invoices lets you draft, publish, and track invoices powered by your connected Square account. Publishing an invoice makes Square email a payment link to the recipient, and the money lands in your Square account. You can follow each invoice’s status, see its payment history, and share its payment link, all without leaving RightAsk.
Before you start
Square must be connected. Without it, a Square is disconnected banner sits above your invoices reading “Connect Square to create, publish, and sync invoices.”, New Invoice is unavailable, and the actions on an existing invoice are disabled. You can still read everything already there.
Select Connect & Create Invoice on the banner to connect and go straight into creating one.
To connect, go to Integrations > Payments > Square. See Connect Square to RightAsk.
Opening Invoices
Select Invoices in the left sidebar, under Business.
Tabs across the top filter by status: All, Draft, Unpaid, Paid, Closed, and Archived.
Four totals sit above the list:
| What it counts |
Outstanding | The full value of every invoice still awaiting payment, meaning those marked Unpaid, Scheduled, or Partially Paid. A partially paid invoice counts at its full amount, not its remaining balance |
Overdue | Those same invoices, limited to ones past their due date |
Paid This Month | Invoices paid during the current calendar month |
Drafts | Invoices not yet published |
Use Search invoices to find one by name, and the sort control to reorder the list: Newest first, Oldest first, Amount: high to low, or Due date: soonest.
Creating an invoice
Select New Invoice.
The Create Invoice dialog opens, noting that the invoice “stays in Draft status until you publish it”. Fill it in:
Recipient name, the person or company being invoiced
Recipient email, where Square sends the payment link
Title, a short name for the invoice
Description, optional detail about the work
Amount. Currency is fixed to your Square location and cannot be changed here
Due date, optional. Leave it empty for no due date
Select Create Draft.
The invoice is created as a Draft and opens its detail page. Nothing is sent to the recipient yet.
Due dates show on the calendar day you chose, wherever you are in the world.
Publishing an invoice
Open the invoice and check the details.
Select Publish.
A Publish Invoice dialog confirms the recipient’s email address.
Select Publish Invoice.
Square emails the recipient a payment link and the status changes from Draft to Unpaid.
What is on an invoice
Section | What it shows |
Summary | Recipient, Description, the amount, and the Square Invoice ID once published |
Timeline | Where the invoice has got to, from draft through to paid |
Public Invoice Link | The payment link, with controls to Copy or Open it |
Payment History | Payments received against this invoice |
The amount is labelled Amount Due until the invoice is paid, at which point it becomes Amount Paid.
Alongside Publish, the header offers Edit and Cancel.
Invoice statuses
Status | What it means |
Draft | Created but not sent. Only you can see it |
Unpaid | Published and emailed. Payment outstanding |
Scheduled | Set to be sent on a future date |
Partially Paid | Part of the total has been paid |
Paid | Paid in full |
Partially Refunded | Part of the amount has been refunded |
Refunded | Fully refunded |
Canceled | Cancelled before payment completed |
Deleting drafts
Select invoices in the list and a bar appears with a delete action. Only drafts can be deleted. If your selection includes published invoices, those are skipped and a message tells you how many and why.
After deleting, a confirmation offers Undo to restore them.
Letting your assistant draft one
Your assistant can put an invoice together for you. Open Home and select Draft an Invoice, or describe who you need to invoice and what for.
It prepares an Invoice card showing the recipient, title, and amount, all editable on the card. Selecting Create Invoice creates it here as a Draft, exactly as if you had filled in the dialog yourself. The card’s note reads “Creates a Square draft.” so nothing is emailed until you publish it.
The assistant can also find overdue invoices and draft a chase email. Ask “Which invoices are overdue?”. Those arrive as Payment cards and save to Mail as drafts. See How the Assistant’s Approval Cards Work.
What happens next
Once published, the recipient gets an email from Square with a payment link. You can share the same link yourself by copying it from Public Invoice Link.
Statuses update as Square reports payments, and payments appear under Payment History.
Troubleshooting
New Invoice is greyed out. Square is not connected. Select Connect & Create Invoice on the banner at the top of the page, or go to Integrations > Payments > Square.
The actions on an invoice are unavailable. Square has disconnected. Hovering an action explains why. Reconnect from Integrations > Payments > Square, then reload.
I published an invoice but the recipient says it never arrived. Check the recipient email on the invoice summary. Square sends the email, so ask them to check their spam folder. You can also copy the payment link from Public Invoice Link and send it yourself.
The status has not updated after payment. Statuses follow what Square reports. Navigate away and back to refresh. If it is still wrong after a few minutes, check the invoice in Square directly.
Some invoices were skipped when I deleted. Only drafts can be deleted. Published invoices are kept, and the message names how many were skipped.
I deleted drafts by mistake. Select Undo in the confirmation that appears straight after deleting.