Square POS Integration

Accept in-person card payments from customers using your phone. YardPilot connects to Square's Point of Sale app to let field workers collect payments on the spot.

How It Works

When a field worker completes a visit, they can collect payment immediately:

1. Open the invoice in YardPilot (mobile)
2. Tap Collect Payment
3. Square POS opens with the amount pre-filled
4. Customer taps their card on your phone
5. Payment is recorded automatically in YardPilot

No Card Reader Required

Modern iPhones and Android phones support Tap to Pay. Customers tap their contactless card directly on your phone screen.

Requirements

• Square Account - Free to create at squareup.com
• Square POS App - Installed on field workers' phones
• Compatible Phone - iPhone XS or later, or Android with NFC

Connecting Square

Only Owners and Admins can connect Square.

1. Go to Settings → Payment Integrations
2. Click Connect Square
3. Log in to your Square account
4. Authorise YardPilot to access your Square account
5. Select your Square Location (if you have multiple)

After connecting, field workers can collect payments immediately.

Collecting a Payment

Field workers see Collect Payment on unpaid invoices when using YardPilot on mobile:

1. Open the invoice
2. Tap Collect Payment
3. Square POS opens automatically
4. Customer taps their card on your phone
5. Wait for "Payment Successful" confirmation
6. You're returned to YardPilot with the payment recorded

Desktop vs Mobile

Device	Available Actions
Mobile	Collect Payment, Send Payment Link, Record Payment
Desktop	Send Payment Link, Record Payment

"Collect Payment" only appears on mobile because Square POS is a mobile app.

Square POS Not Installed

If Square POS isn't installed on your phone:

• iPhone: You'll be directed to the App Store
• Android: You'll be directed to the Play Store

Download Square POS, log in with your Square account, and try again.

Transaction Fees

Square charges processing fees on each transaction:

Payment Method	Fee (Australia)
Tap to Pay	1.6%
Keyed-in card	2.2%

Fees are deducted from your payout automatically.

Xero Integration

If you use both Square and Xero, you have two options:

Option 1: Square's Native Xero Sync (Recommended)

Square has its own Xero integration. If you're already using it:

1. Go to Settings → Payment Integrations
2. Find Square in the list
3. Set Accounting Source to "External"

This prevents duplicate entries in Xero.

Option 2: YardPilot Syncs to Xero

If you want YardPilot to handle Xero sync:

1. Go to Settings → Integrations → Xero
2. Configure Square like you would Stripe
3. Set Accounting Source to "YardPilot"

Don't Double-Sync

Never enable both Square's Xero integration AND YardPilot's Xero sync for Square. You'll get duplicate entries.

Troubleshooting

"Please log into Square POS"

Square POS needs to be logged in before collecting payments:

1. Open Square POS app directly
2. Log in with your Square account
3. Return to YardPilot and try again

Payment collected but not in YardPilot

If a payment went through in Square but doesn't appear in YardPilot:

• Check your internet connection
• Wait 2-3 minutes for sync
• If still missing, the payment will appear in Unmatched Payments for manual matching

Customer's card declined

Common reasons:

• Insufficient funds
• Card expired
• Bank blocked the transaction
• Wrong PIN (if required)

Ask the customer to try a different card or contact their bank.

"Collect Payment" not showing

The button only appears when:

• You're on a mobile device
• The invoice has a balance due
• Square is your payment provider

Check Settings → Payment Integrations to verify Square is connected.

Partial Payments

To collect a partial payment:

1. Tap More → Record Payment
2. Enter the amount
3. Select payment method

Square POS collects the full invoice amount. For partial payments, use the Record Payment flow.

Refunds

To refund a Square payment:

1. Open the payment in YardPilot
2. Click Refund
3. Enter the refund amount
4. Confirm

The refund is processed through Square and the customer's card is credited.

Square Dashboard

Access your Square Dashboard to:

• View transaction history
• Download reports
• Manage team access
• Update bank account for deposits

Visit squareup.com/dashboard or use the Square Dashboard app.

Next Steps

• Record a manual payment for cash or bank transfers
• Set up Xero integration for automatic accounting
• Configure Stripe payments for online payments