Square invoice templates: Create, customize, and reuse them

What are Square invoice templates?

A Square invoice template is a saved set of details that fills in a new invoice for you. In Square Invoices, a template can hold an invoice title, a message to your customer, whether the invoice is one-time or recurring, line items, payment options, and how the invoice is sent. When you create an invoice, you can start from a template instead of a blank page.

Square also uses the same name for something different: free invoice templates you download as Word, Excel, or PDF files. Those are documents you fill in and send yourself. The next section covers when to use each.

Saving and reusing templates needs a paid Square subscription. Square's support article on invoice templates is written for Square Invoices Plus, Square Plus, and Square Premium subscribers, and Square's pricing page lists custom invoice templates as a Plus and Premium feature, not a Free one. You can add your logo and brand colors without a paid subscription.

As of October 2026, Square's pricing page lists Plus at $49 per location per month and Premium at $149 per location per month. Square Invoices Plus is an older, invoicing-focused subscription that Square announced in 2021 at $20 a month. It isn't on Square's main pricing page. Square's support center describes its individually priced subscriptions as legacy and says it is consolidating plans into Free, Plus, and Premium, so check Pricing & subscriptions in your Square Dashboard settings before you plan around that price. For the bigger picture, see our guide to Square Invoices.

Does Square have free invoice templates?

Yes, in two ways. Square Invoices itself is included on every Square plan, including Free at $0 a month. And Square publishes free invoice templates you can download as Word, Excel, or PDF files. Once you download one, it's yours to customize: add your business name and logo, fill in the details, and send the file to your customer.

Square describes which format suits which job:

• Word when you want design options, like adding images and changing colors and fonts.
• Excel when you have many itemized rows, since its formulas calculate totals for you.
• PDF when you want to send an invoice exactly as you made it. PDFs can also be password-protected.

A downloaded template is only a document. It doesn't take payment, show you whether the invoice is paid, or send reminders. Square's own page describes creating invoices by hand in Word or Excel as time-consuming and difficult to manage, and presents e-invoicing as the alternative. If you want payment links, status tracking, and reminders, build your template inside Square Invoices instead.

How to create an invoice template in Square

Saving a template needs a paid Square subscription. That means Square Invoices Plus, Square Plus, or Square Premium. On the Free plan you can't save one, so use a free downloadable template from the section above, or upgrade before you start. You can only create templates in the Square Dashboard. Once saved, you can choose one when you start an invoice in the Dashboard or in the Square Invoices app. The steps below follow Square's support article on managing invoice templates and settings.

1. Open Invoices and start a template

   In the Square Dashboard, go to Invoices and choose + New Template. Square's instructions call the menu Orders & payments, Invoices & Payments, or Payments. Give the template a name. Only you can see the name.

2. Add the invoice title and a message

   The invoice title and your message to the customer are what your customer reads, so write them to suit every customer who will get an invoice from this template.

3. Choose one-time or recurring

   For one-time invoices, pick when the invoice is sent: right away, or 7, 14, or 30 days after you create it. For recurring invoices, set the start and end date, when each invoice is due, and whether to allow automatic payments.

4. Add line items

   Add the items or services that should appear on every invoice from this template. If you later change an item in your Item Library, the change doesn't carry over to the template. Remove the item from the template and add it back.

5. Pick payment options and how it's sent

   Choose the payment methods you accept and how the invoice goes out: email, text message, or a payment link you share yourself. Click Preview to see what your customer will see, then click Save Template.

You can save up to 100 templates. Once you have more than one, you can choose a default: open Templates, select the one you want, and click Set as default. It becomes the first option each time you start a new invoice, and it takes the place of any previous invoice settings. To remove a template, select it and click Delete.

How to customize a Square invoice template

Square's customization settings apply to all your future invoices and estimates. Layouts, saved templates, and custom fields need a paid subscription, while your logo and brand colors don't. These are the options:

• Layout. In the Dashboard, go to Customization and choose the original, modern, or classic layout for invoice PDFs. Click Preview to see the customer's view, then save.
• Logo and colors. Add your logo and brand colors in your account settings. You don't need a paid subscription for this. You can show the logo framed or full, and Square recommends at least 1280 by 648 pixels, or a 2:1 ratio.
• Wording. Rename the labels on your invoices to match how you talk about your work. For example, call line items "Service", "Item", or "Product", call your customers "customers", "clients", or "recipients", and call a deposit a "deposit", "retainer", or "down payment".
• Custom fields. Add fields for details like payment terms or policies. Square's developer documentation describes up to two custom fields per invoice, each with a label and text, placed above or below the line items and shown on the payment page and in emailed and PDF copies.

What to include in a Square invoice template

Square's own checklist for an invoice template has seven parts. Here's where each one lives in Square Invoices:

• Your business information. Name, logo, email address, and phone number. Set your logo, brand colors, and business information once in your Square account settings.
• Your customer's information. Name and email address. You choose the customer when you create each invoice, from your customer directory or by adding a new one.
• The invoice number. Square assigns one for you, so there's nothing to add to the template.
• Sent and due dates. A template can store a send date: right away, or 7, 14, or 30 days after you create the invoice. A recurring template also stores the schedule and when each invoice is due.
• Notes or payment terms. Put them in the template's message to your customer. You can also use a custom field.
• Itemized rows. Save the items or services you bill for as line items in the template.
• Tax and discount information. Add any discounts and taxes as you build the invoice.

Here is text you can adapt for the message and the payment terms. Write it so it works for any customer, since one template goes to many.

These are starting points, not legal advice, so adjust the terms to match your agreement with the customer.

Do Square invoice templates include reminders?

Square's support article doesn't list reminders among the template details, which are the title, message, frequency, line items, payment options, and how the invoice is sent. Payment reminders are set on each invoice. On every plan you can schedule them before, on, or after the due date, and Square doesn't send scheduled reminders for invoices delivered by text message. Check the reminder settings each time you create an invoice from a template.

A template also can't add a late fee. Square's support center says: "Late fees cannot be charged for Square Invoices." Reminders and follow-up are the tools Square gives you for late payments. For everything Square does when an invoice goes overdue, see our guide to Square Invoices, and for follow-up emails you can send yourself, see how to follow up on unpaid invoices.

Can I write my own reminder emails for Square invoices?

Square sends the reminders you schedule. Beyond that, its developer documentation says it takes no explicit action when an invoice payment becomes overdue. Recoura can send the follow-up. Connect your Square account and, when an invoice is overdue, Recoura emails your customer under your business's name with a link to the invoice's Square payment page.

You write the subject and message yourself, using placeholders that fill in your business name, the customer's name, the amount, and what the invoice is for. For a Square invoice, that last one is the invoice title, so a clear title in your template pays off twice. Recoura always adds the pay button itself, so you never paste a link. Here's a short reminder you can paste into Recoura's reminder settings:

Recoura's automatic reminders wait a few days after the due date, so any reminders you scheduled in Square have time to run first, and Recoura checks with Square that the invoice is still unpaid before every send. The dashboard is free, and sending reminders is part of Recoura's paid plans. Our guide to automating Square invoice reminders has the details.

Square invoice templates FAQ

Does Square have invoice templates?

Yes, two kinds. Inside Square Invoices you can save custom invoice templates that fill in a new invoice for you, and Square also offers free invoice templates you download as Word, Excel, or PDF files.

Are Square invoice templates free?

The downloadable Word, Excel, and PDF templates are free. Saving and reusing templates inside Square Invoices needs a paid Square subscription: Square Plus ($49 per location per month as of October 2026), Square Premium ($149 per location per month), or the older Square Invoices Plus, which Square announced in 2021 at $20 a month but doesn't list on its main pricing page. Square Invoices itself is included on every plan, and you can add your logo and brand colors without a paid subscription.

How many invoice templates can I create in Square?

Up to 100 templates for your business.

Can I create a Square invoice template in the app?

No. Square says you can only create invoice templates from the Square Dashboard. Once a template is saved, you can choose it when you start an invoice in the Dashboard or in the Square Invoices app.

How do I set a default invoice template in Square?

In the Square Dashboard, go to Invoices, open Templates, select the template you want, and click Set as default. It becomes the first option each time you start a new invoice and takes the place of any previous invoice settings.

Can I change the layout of a Square invoice?

Yes. In the Square Dashboard, go to Customization and choose the original, modern, or classic layout for invoice PDFs, then use Preview before you save. Choosing a layout needs a paid Square subscription, the same as saving templates.

Can a Square invoice template charge late fees?

No. Square's support center says late fees cannot be charged for Square Invoices. Schedule payment reminders on each invoice, and follow up yourself if it's still unpaid.