Best practices for handling partially paid Square invoices

Overview

When it comes to syncing your Square invoices, Amaka’s integration works seamlessly with fully paid invoices. However, if an invoice is only partially paid, it won’t be synced until the remaining balance is paid and the invoice is marked as fully settled. Let’s explore what that means for your workflow and what alternatives are available if partial payments are part of your process.

Fully paid invoices? No problem!

If your invoices are typically paid in full, you’re all set! The integration will automatically sync these invoices as soon as payment is completed, ensuring your records are up-to-date without any manual intervention. Whether you issue invoices for one-time transactions or recurring payments, as long as they are paid in full, everything will flow smoothly.

How does it work for partial payments?

If you’re comfortable with waiting until an invoice is fully paid before reflecting the sale, this setup works perfectly for you. The integration syncs the sale once the invoice is marked as fully paid.

This means you won’t see the invoice or its related sales until the final payment has been received. While this is ideal for users who prefer to capture sales in one go, we understand that it may not suit everyone’s needs.

Reflecting partial payments—What are your options?

For businesses that need to reflect sales as soon as any payment is made, the current integration does not support syncing partial payments. But don’t worry—there’s an alternative solution that can help!

To work around this, consider creating split invoices. Here’s how it works:

1. Instead of sending one large invoice, break it down into parts that align with your customer’s payment schedule.
2. As each split invoice is paid, it will be marked as fully settled, allowing the integration to sync the sale on the next sync schedule.

For example, if you’re expecting three payments from a client, you can issue three smaller invoices—one for each payment. Each invoice will sync as soon as it’s paid, giving you the flexibility to track sales more frequently rather than waiting for the full balance to be settled.

Why keeping invoices synced matters

Accurate and timely syncing of invoices helps ensure your sales and payment records stay aligned with your business activity. Whether your customers pay in full or in instalments, having the right workflow in place keeps your financial data reliable and makes reconciliation easier when it’s time to close your books.