Square

What it is

Square is one of the payment connections in Joby. Link it once, and the Pay buttons your customers see on invoices and estimates send them to your own Square checkout page. The money goes straight into your Square account, and Joby still marks the invoice or estimate as paid and records the payment against the job.

You reach it from Settings›Connections & AI›Integrations, then the Square tile (it sits under the Payments category button). Once Square is linked, that tile reads Manage and opens the Square screen described below.

The Square screen has exactly two things on it, and nothing else:

Along the bottom of that second card is the line "No card data passes through Joby (hosted checkout)." That is the important bit: your customer types their card details on Square's own page, not on a Joby page, so card numbers never touch your CRM.

When to use it

• You already take money through Square — a counter terminal, a shop, an existing Square account — and you want the invoices and estimates you send from Joby to land in the same place.
• Your bookkeeper reconciles everything inside Square and you do not want a second pot of money sitting somewhere else.
• You want to try Square without commitment. Linking it changes nothing on its own, and switching back to Joby Pay is one click on the same screen.

Stay on Joby Pay instead if you use Tap to Pay on a phone, or if you pass card processing fees on to your customers — neither of those works while Square is the active processor. Both are covered under What Square does not cover.

Before you start

• You must be an owner or admin. Connecting Square, switching the processor and disconnecting are all owner/admin only. Anyone else gets a message saying only an owner or admin can do it.
• Your role needs Integrations access. That is set per role under Settings›Team Roles. Without it, the Integrations page — and the Square screen behind it — will not open.
• You need a working Square account with at least one active location that can take card payments. Joby picks your active location by itself; there is no location picker on the Square screen.
• Have your Square sign-in ready. The connection happens in a Square window where you log in and approve access. Joby never asks you for Square keys, and you never copy or paste anything.
• Online payments must be switched on. If Accept online payments on invoices and estimates is off, or the Online payment switch on an individual invoice is off, customers see no Pay button at all — no matter which processor is chosen.
• No Square tile on the Integrations page? Square has not been switched on for your Joby account. Contact Joby support and ask for it — you cannot turn it on yourself.

Step-by-step

1. Connect your Square account

1. Open Settings›Connections & AI›Integrations.
2. Click the Payments category button, or type "Square" into the search box at the top right, until you see the Square tile. Before it is linked the tile reads Available with a Connect label on the right.
3. Click the tile. A Square window opens. The tile switches to Connecting while it waits.
4. Sign in to Square and approve the connection. If you close that window or change your mind, nothing happens and nothing is saved.
5. You land back in Joby on the Square screen with the message "Square connected successfully". If you instead see "Finishing up…", the link went through and Joby is still tidying up — wait a moment and reload the page.

Connecting on its own does not move any money to Square. Your customers still pay through Joby Pay until you do the next step.

2. Switch payments over to Square

1. On the Square screen, find the Taking payments card.
2. Click the Square option — the one described as "Process payments through your connected Square account (hosted checkout)".
3. A small spinner appears at the top right of the card while it saves, then you get the message "Square is now taking payments" and a green Active tick moves onto the Square option.

From that moment, every new Pay button on an invoice or estimate portal opens a Square checkout page. Payment links you sent out earlier still work — the checkout page is built fresh when the customer clicks Pay, not when you send the document.

3. Switch back to Joby Pay

1. Open Settings›Integrations›Square again.
2. In Taking payments, click Joby Pay — the option marked Default.
3. You get "Joby Pay is now taking payments" and the Active tick moves back.

Your Square account stays linked. This switch is about where new payments go, nothing else, and you can flip it as often as you like.

4. Disconnect Square (only if you really mean it)

1. On the Square screen, click Disconnect on the Square account card.
2. A confirmation window appears titled Disconnect Square? It warns you: "This unlinks your Square account. If Square is your active payment processor, payments fall back to Joby Pay."
3. Click Disconnect to go ahead, or Cancel to back out.
4. On success you see "Square disconnected" and Joby drops you back on the Integrations page. If it fails you get "Disconnect failed" and nothing changes — try again.

Disconnecting also puts Joby Pay back in charge of payments automatically, so customers are never left with a checkout that cannot take their money.

How to check it worked

• On the Integrations page: the Square tile shows a green tick and the word Connected, the right-hand label reads Manage instead of Connect, and the Connected counter at the top right goes up by one.
• On the Square screen: a green Connected badge sits beside the page title, and the Square account card shows a Merchant line. If instead you read "Square isn't connected for this organization." with a Go to Integrations to connect button, the link did not save — start the connect steps again.
• In Taking payments: the green Active tick sits next to the option you chose. Reload the page — the choice should survive the reload. If it snaps back, the change did not save.
• The real test: send yourself a small test invoice, open the customer link and click Pay Now. The checkout page that opens should be Square's own page, not a Joby one. Pay it with a real card.
• After paying: you are returned to the Joby invoice portal, the invoice flips to paid, the payment appears against the job as a Credit Card payment, and the money shows up in your Square account. Your customer gets a receipt from Square as well as the Joby receipt.
• On an estimate: the same happens for Pay Deposit, Pay Now or Pay Balance, and the estimate then follows its normal path — deposit paid, converted into an invoice if that is how your account works.

Common mistakes

• Doing it from the wrong login. Only an owner or admin can connect, switch or disconnect. If you get a message saying so, ask an owner rather than trying again.
• Blaming Square for a missing Pay button. If online payments are switched off for your company, or the Online payment switch is off on that one invoice, no processor will show a Pay button. Check those first.
• Assuming past payments move. Switching processors changes where new payments go. Money already taken through Joby Pay stays where it is.
• Expecting a Square location picker. There isn't one. Joby uses your active Square location that can take card payments. If none of your locations is active, the checkout cannot be created.