How to Switch from Square Invoices to InvoiceQuickly

Square Invoices is a decent invoicing tool bundled with Square's payment ecosystem. But like PayPal, it's designed to keep you processing payments through Square — which means 2.9% + $0.30 per card transaction and 1% for ACH (min $1). If your clients mostly pay by bank transfer anyway, Square's invoicing adds cost without much benefit.

InvoiceQuickly provides free invoice creation with AI, 200+ templates, and no payment processing lock-in. Here's how to make the switch.

Why People Leave Square Invoices

Payment processing fees. Square Invoices are free to send, but every card payment costs 2.9% + $0.30. ACH payments are 1% (minimum $1). If you process $50,000/year in invoice payments through Square, that's roughly $1,500 in fees.

Designed for retail, adapted for services. Square was built for point-of-sale retail. Its invoicing is an add-on — functional but not its core strength. The templates are limited, the customization is basic, and the workflow is optimized for in-person businesses.

Square ecosystem dependency. Square Invoices works best when you also use Square POS, Square Banking, and Square Payroll. If you only need invoicing, you're in an ecosystem designed to sell you other products.

Step 1: Export Your Data from Square

1. Log in to your Square Dashboard
2. Go to Customers and export your customer directory as CSV
3. Navigate to Invoices and download your invoice history — you can filter by date range and status
4. For individual invoices, open each one and download as PDF
5. Check Invoices → Recurring for any recurring invoice profiles and note the details

Square's reporting under Reports → Transactions can also provide detailed payment history for your records.

Step 2: Set Up InvoiceQuickly

1. Create your free account at InvoiceQuickly
2. Add your business information: name, address, logo, EIN or tax ID
3. Browse the template library — find templates that match your service business (contractors, consultants, creative agencies, etc.)
4. Generate your first AI invoice: describe the job (e.g., "kitchen renovation consultation for the Rodriguez family, 4 hours at $150/hour, materials estimate $800, due NET 30") and get a formatted PDF

Square's invoicing gives you a form to fill out. InvoiceQuickly gives you AI that understands context and generates the invoice from a natural description.

Step 3: Import Your Client List

Use your Square customer directory CSV to populate clients in InvoiceQuickly. Transfer names, emails, phone numbers, and billing addresses so you can start invoicing existing clients immediately.

Step 4: Recreate Recurring Invoices

Square supports recurring invoices for repeat clients. InvoiceQuickly's recurring feature is coming soon. For the transition period, duplicate previous invoices for your recurring clients and adjust dates. If you have a small number of recurring clients (typical for service businesses), this takes a few minutes per billing cycle.

Step 5: Update Payment Methods

Square's built-in card and ACH processing won't carry over. Add your preferred payment methods directly to InvoiceQuickly invoices:

• Bank transfer details (routing number, account number)
• Payment links (PayPal, Stripe, Venmo, Zelle)
• Check payment address if applicable

Many service businesses find that clients happily pay by bank transfer when given clear instructions — saving you the 2.9% card processing fee entirely. See the payment terms guide for formatting tips.

Step 6: Inform Your Clients

"Starting this month, invoices will come from InvoiceQuickly instead of Square. Payment instructions are on each invoice — bank transfer details are included for your convenience. Same great service, just better invoices."

What You Gain vs. What You Lose

If your business relies on Square POS for in-person transactions and invoicing is secondary, keeping Square might make sense. But if invoicing is your primary billing method, InvoiceQuickly gives you better tools at zero cost.

Frequently Asked Questions

Does switching affect my Square POS or payment processing?

No. Your Square account and POS remain fully functional. You're only changing where you create invoices — Square's other products continue to work independently.

Can I still accept card payments?

Yes, just not embedded in the invoice (yet — it's coming). You can include a Stripe or PayPal payment link on your InvoiceQuickly invoices, or direct clients to pay via bank transfer. Many businesses find bank transfers preferable since there are no processing fees.

Does InvoiceQuickly support estimates or quotes?

You can use the AI generator to create estimates and proforma invoices. Describe the project scope and pricing, and the AI produces a professional document. See the proforma invoice guide for details.

Can I track which invoices are paid?

Yes. InvoiceQuickly includes payment tracking so you can mark invoices as paid and monitor outstanding balances. For tips on following up on overdue invoices, read our unpaid invoice guide.

Ditch the Processing Fees

Square charges you to accept every payment. InvoiceQuickly creates your invoices for free — pay however your clients prefer.

Join early access →

Full feature comparison: InvoiceQuickly vs Square Invoices.