Process integrated Square Terminal payments & refunds directly from BetterHQ, for a perfect payment experience.


Use the integrated Square Terminal to accept smartphones and watches with Apple Pay and Google Pay. Take payments anywhere, from your business HQ to on the road.

Integrate Square Terminal into your BetterHQ account. In this article learn how to:

  • Connect BetterHQ to a Square Account

  • Pair your Square Terminal to your BetterHQ account

  • Take a Square Terminal payment from the BetterHQ Payment screen

  • Take a Square Terminal payment from the BetterHQ POS Register

  • Process Square Terminal Refunds

Connecting BetterHQ to a Square Account

  1. Sign In to BetterHQ or Sign Up if you don't have an account.

  2. Go to Settings > Integrations > Connect BetterHQ to other apps.

  3. Go to the Square Integration Tile. Click “Connect Now“.

  4. You will be redirected to a Square authentication and request permissions screen, grant BetterHQ permission to access your connected Square account by clicking 'Allow'.

  5. For the Square integration to work you must allow access. If Access is Denied, you will be returned to BetterHQ without authorization and the Square account won’t be connected.

  6. Once allowed, you will be redirected back to the BetterHQ Integrations screen and a 'Connected successfully to Square' message will appear.

    1. Note: You can see the authentication status health check at any time on the Square Integration tile.

  7. On the Square Integration Tile, click Settings. You will be redirected to the Square Settings page.

  8. Select the toggle to enable Square in both the Payments screen and in the POS register and click SAVE.

    1. This is enabled by default after initially connected to the Square account.

  9. Click on the '+Device' button and you will be redirected to 'Add Device' page. This is used to connect a Square Terminal Device to your BetterHQ account.

    1. Tip: BetterHQ supports multiple Square terminals where you can have 1 or many Square Terminals connected to the one BetterHQ account. Before sending the payment to Square there is an option to select which Square Terminal device you want the payment to be processed on.

  10. Enter the Device Name so it’s recognizable to you and select the Square Location then click SAVE.

  11. On SAVE, the new Device will be added to the Devices Table.

  12. See 'DEVICE CODE' in the newly added row, this is your Square Terminal Device code.

    1. Device codes will expire after five minutes. If your device code expires before you complete the pairing process, you'll need to generate a new code by following the same steps again.

    2. Deleting Square Devices must be done from your Square account. On the Devices table, click the text 'Delete devices', this will open up your Square Devices list within your Square account (in a new tab). You can Deactivate the terminals, once deactivated your Devices list in BetterHQ will be updated automatically.

  13. To pair your device, enter this Device Code into the Square Terminal. Here's how - Sign In to the physical Square Terminal device by clicking 'Use a device code'. On successful pairing, the device status will automatically be updated to “Paired”. Only paired devices can be used for Square Terminal checkout.

  14. To View your device status, go to Square Settings.

  15. Once completed, the user is ready to use Square Terminal checkout.

  16. Remove Connection: if you want to remove the connection between BetterHQ and the linked Square account, you can click the 'Remove Connection' button on the Square integration tile. If reconnected, you can reconnect at any time to the same or a different Square account.

Processing Square Terminal Payments from the payment screen

Square Terminal payments can be processed from the BetterHQ payment screen. This allows you to make payments for appointments and merchandise from the Payment screen when connected to a Square Terminal (or Terminals).

  1. Open the Pay/Invoice Screen. Learn how to take a payment here.

  2. Using the dropdown menu, select Square as the payment method and a device to proceed.

  3. Click the Pay button on the payment popup screen. A response from Square will be shown on the top right hand corner - ‘Square is processing your payment'

  4. Your customer can then tap their payment card on the terminal to pay the amount.

  5. After the Square Terminal payment has been completed, BetterHQ will get a response from Square and update the status of the transaction to Paid.

    Note: Once the payment is completed you can't edit the payment method or amount for that invoice and the Unpaid payment button options are disabled - the following options are available - Void, Email, Print.

Processing Square Terminal Payments in POS

  1. Open the BetterHQ POS Register.

  2. Select the items you want to add to the checkout

  3. Using the dropdown menu, select Square as the payment method and select the Square Terminal you want to use to process the customer payment if you have more than one device.

  4. Click the Pay button, a message will be shown based on the response. e.g. Square is processing the payment.

    1. You can cancel the payment by clicking the 'Cancel Terminal Checkout' button. You can then update the payment you want to process or select another payment method.

  5. Once completed, BetterHQ will get a response from Square and update the status of the transaction to Paid.

    1. Note: Once the payment is completed you can't edit the payment method or amount for that invoice and the Unpaid payment button options are disabled - the following options are available - Void, Email, Print.

Processing Square Terminal Refunds

BetterHQ supports Square Terminal Refunds. This allows the refunding of any completed Square payments from within BetterHQ to create a more centralized payment management.

  1. Go to the Invoices tab, for invoices paid using Square as the payment method, there is a Refund button on the corresponding Invoice row.

  2. Click the Refund button from Invoices page, this will trigger the Process Refund popup and you can enter the amount to be refunded and the reason for refund.

    1. Device (cannot be changed as it's based on the Terminal that processed the original transaction)

    2. Amount to Refund (mandatory) [Maximum refund amount is the paid amount.}

      1. Partial refunds are supported, from $1 up to the Total Paid Amount by the customer]

    3. Reason for Refund (mandatory)

  3. Click Process Refund button. The refund will be requested from Square. You will be redirected back to the Invoices page, the invoice will show a status message e.g. Processing Refund.

  4. After a successful refund BetterHQ will get a response from Square Terminal and be updated in BetterHQ accordingly. Once a full refund is issued (the refund available balance is $0), the Refund button is no longer visible.

  5. Refund Timeline: According to Square it takes 2-7 business days to process a refund with Square. Once the refund is processed and sent to your customer’s card issuing bank, it can take another 2-7 business days (depending on the bank’s processing speeds) for the refund to post to your customer’s account. In total it can take 9-14 business days for your customer to receive their refund.

Tags: Payments, Square payment, credit cards payments, EFTPOS, Visa, MasterCard, refunds

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