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Payment Setup

Connect your Square account for online and in-person card payment tracking.

Overview

BayTrack integrates with your Square account so payments are tracked automatically. You can:

  • Online payments — Include Square payment links with invoices so customers can pay online
  • In-person payments — Use Square Terminal card readers at your shop, with payments recorded in BayTrack automatically

Square integration is a Pro feature. You'll need your own Square account to get started. All payments are processed by Square and deposited directly to your bank account.

ℹ️ Square fees

Square charges standard processing fees (typically 2.9% + $0.30 for online, 2.6% + $0.10 for in-person). BayTrack does not add additional fees on top of Square's pricing.

Setting Up Square

Square processes payments directly to your business bank account. BayTrack connects to your Square account to track those payments.

  1. 1

    Navigate to Payment Settings

    Go to Settings → Payments.
  2. 2

    Click Connect Square

    Click the Connect with Square button. You'll be redirected to Square.
  3. 3

    Create or connect your Square account

    If you already have a Square account, sign in. Otherwise, create a new account. Square will ask for business information, bank details, and identity verification.
  4. 4

    Complete verification

    Square may require additional documentation for verification. This typically takes 1-2 business days.
  5. 5

    Return to BayTrack

    Once connected, you'll be redirected back to BayTrack. Your Square connection status shows as "Connected".

💡 Test mode

You can test the payment flow in Square's sandbox mode before going live. Test payments don't charge real cards.

Online Payments via Square

Once your Square account is connected, invoices can include Square payment links:

How online payments work

  1. When you email an invoice, it includes a Square payment link
  2. The customer clicks the link and is taken to a secure Square checkout page
  3. Square processes the payment and deposits funds to your bank account
  4. BayTrack automatically records the payment on the invoice via Square webhook
  5. Funds typically arrive in 2 business days (per Square's deposit schedule)

Sending a payment link

Payment links are automatically included when you send an invoice by email. You can also:

  • Copy the payment link from the invoice page to send manually
  • Share the link via text message or other channels

Setting Up Square Terminal (In-Person)

Square Terminal processes card payments in person using a card reader at your shop or on mobile service calls. BayTrack sends the payment amount to the reader and records the result.

Supported card readers

BayTrack works with Square card readers:

  • Square Terminal — Countertop reader with screen, best for shops
  • Square Reader — Portable reader, best for mobile service

Purchase readers directly from the Square Hardware Store. Readers are typically $50-400.

Register your reader

  1. 1

    Go to Card Readers settings

    Navigate to Settings → Payments → Card Readers.
  2. 2

    Add a reader

    Click Add Reader. You can either:
    • Discover — Find readers on your network (for WiFi readers)
    • Register — Enter the reader's registration code manually
  3. 3

    Name your reader

    Give the reader a name (e.g., "Front Counter", "Service Truck 1") to identify it.
  4. 4

    Connect

    The reader appears in your list. Click Connect to establish a connection.

Collecting an in-person payment via Square

  1. 1

    Open the invoice

    Navigate to the invoice you want to collect payment for.
  2. 2

    Click Send to Terminal

    Click the Send to Terminal button.
  3. 3

    Select the reader

    Choose which card reader to use. The payment amount is sent to the reader.
  4. 4

    Customer presents card

    The reader prompts the customer to tap, insert, or swipe their card.
  5. 5

    Payment complete

    Once approved by Square, the payment is recorded automatically on the invoice in BayTrack.

⚠️ Internet required

Card readers require an internet connection for Square to process payments. WiFi readers connect to your network; Bluetooth readers connect through your phone or tablet.

Viewing Payment History

Track all payments across your organization:

  • Invoice payments — View payments on each invoice's detail page
  • Payment History report — See all payments in a given period (Pro)
  • Square Dashboard — Access detailed transaction data in your Square account

Issuing Refunds via Square

Refund payments that were processed through your Square account:

  1. 1

    Find the payment

    Open the invoice and locate the payment in the Payments section.
  2. 2

    Click Issue Refund

    Click on the payment, then click Issue Refund.
  3. 3

    Enter refund details

    Specify the refund amount (full or partial) and reason.
  4. 4

    Confirm

    Square processes the refund and credits the customer's card. Refunds typically appear on the customer's statement within 5-10 business days.

ℹ️ Refund fees

Square does not return the original processing fee when you issue a refund. The fee remains charged to your account.

Troubleshooting

Reader not connecting

  • Ensure the reader is powered on and connected to WiFi or Bluetooth
  • Check that your browser allows location access (required for some readers)
  • Try refreshing the page and reconnecting
  • Restart the reader if issues persist

Payment declined

If a payment is declined, the customer should:

  • Verify their card details are entered correctly
  • Try a different card
  • Contact their bank if the issue persists

Square account issues

If you're having issues with your Square account (verification, payouts, etc.), contact Square Support directly through your Square Dashboard.