Squarespace Invoicing Setup and Best Practices for Businesses

Squarespace Invoicing for Your Business

TL;DR:

• Send branded invoices directly from any Squarespace plan for custom products or services
• Set up requires connecting a payment processor, updating business details, and establishing tax rates
• Create one-off invoices or recurring invoices with scheduling and discount options
• Handle specific shipping rates and collect deposits through separate invoice entries
• Clients pay through secure payment pages with automatic confirmation emails

Squarespace invoicing works on all plans and gives you a professional way to bill clients for custom work, services, or products that need special handling. Here's how to set it up and use it effectively.

Getting Your Invoice System Ready

Before you send your first invoice, you need to handle a few backend tasks:

Connect a Payment Processor: This is essential. Without it, clients can't actually pay you. Squarespace works with Stripe and PayPal.

Get a 20% discount on your first Squarespace subscription (annual or monthly).

Update Your Business Info: Check that your business details and reply-to email address are correct. Nothing looks less professional than invoices coming from the wrong email.

Set Up Tax Rates: If you need to charge tax, configure the rates now. Squarespace will calculate taxes automatically based on your client's billing address.

Creating and Sending Invoices

Here's the step-by-step process:

1. Access the Invoices Panel: Choose 'Create invoice' for a one-off or 'Recurring invoice' for repeat billing
2. Select or Add Clients: Pick from existing clients or add new ones
3. Set Invoice Details: Edit the invoice name, due date, and add any notes your client needs to see
4. Add Line Items: For each service or product, include the name, type, quantity, and price
5. Apply Taxes and Discounts: Configure taxes and add discounts if needed (total must stay above $0.50)
6. Style Your Invoice: Match the invoice email design to your site's branding

Always preview your invoice before sending. Check that everything looks right and matches your brand.

Scheduling and Recurring Invoices

You can schedule invoices to send automatically on future dates. This is handy for retainer work or when you know a project will finish on a specific date.

For recurring invoices, set the start and end dates, how often they send (weekly, monthly, yearly), and when each invoice is due. Perfect for ongoing services or subscription-style work.

Additional Invoice Features

Shipping Charges: Set up flat rate or pickup options. For products with special shipping requirements, add the shipping cost manually to the invoice.

Collecting Deposits: Issue one invoice for the deposit and another for the remaining balance after the deposit is paid.

Client Payment Process: When clients receive an invoice, they pay through a secure page. Both of you get confirmation emails when payment goes through.

If you have customer accounts enabled, clients can track their payment history and see all their invoices in one place.

Managing Sent Invoices

You can resend, cancel, or edit invoices after they're sent. Note that you can't delete invoices once they're sent, but you can cancel them to stop payment processing.

For paid invoices, you can print receipts directly from the invoice panel.

FAQs

How can I make sure my invoices have the right tax rates?
Set up your tax rates correctly in Squarespace settings. The system will calculate taxes automatically based on your client's billing address.

Can I delete an invoice once it's sent?
No, you can only cancel sent invoices. This prevents payment processing but keeps the invoice in your records.

How do clients pay invoices?
Clients click a link in the invoice email that takes them to a secure payment page. They can pay with credit card or other methods you've enabled through your payment processor.

What's the minimum invoice amount?
After any discounts, invoices must be at least $0.50 to process payment.

Jargon Buster

Payment Processor: The service that handles credit card payments (like Stripe or PayPal)

Line Item: Individual products or services listed on an invoice with their own quantities and prices

Recurring Invoice: An invoice that sends automatically at regular intervals

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Wrap-up

Squarespace invoicing gives you a professional billing system without needing separate software. It keeps everything in one place and matches your site's branding. The key is setting it up properly from the start, then using features like scheduling and recurring invoices to save time on admin work.

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