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Square Invoices now syncs with Square Inventory

I’m happy to announce yet another update for Square’s Inventory management system. Every item sold through your Square Invoices can now be tracked by Square Inventory! No more keeping two record sheets for what you sell in store and what you sell through your invoices, all of your inventory will live in one place and it’s a breeze to set up!

 

To get started, make sure you have Inventory Management enabled on your account, then head over to the Items tab of your Square Dashboard:

 

  • Click the Settings button in the upper right hand corner of your Items page.
  • Toggle on Enable Inventory Management for Invoices.
  • Click Save.

Once you’ve enabled Inventory Management for Invoices, your items will be tracked automatically! Thanks again for your feedback on the need for this feature, and let us know if you have any questions or comments!

24 Comments

THANK YOU for this feature!!! This is going to save me a lot of time! 

Does the inventory get removed when I create the invoice, or when I mark the invoice as Paid?

Is this different then the email notices I already get? Once a product is sold, I already have it set to alert me when I am down to one. 

Admin

@tomlittle8345 Your inventory will be removed when you mark the invoice as paid, or when it's paid by your customer! 👍

Helen,

 

Thanks for the confirmation, but having the inventory relieved when I mark an invoice as paid does not help me a lot.  I do some wholesaling where I give my customers 15 days to pay.  The current process means that my online store inventory is now overstated during the window of payment and could result in someone purchasing something online that is actually out of stock.  There should me a mechanism to allow us to choose when the inventory gets relieved when using invoices.

Admin

Oh I see! I'll share that feature request with our Product Team, thanks for the feedback! I know they'll be interested to learn about how you'd like to use Invoices for your business. I'm sorry for the trouble this might cause in the meantime. If there are any updates in future we'll let you know in this thread! 

Admin

@SweetJs This feature is a bit different — it means that if you send a Square Invoice to your customer the inventory will also be tracked (this wasn't the case before!). It won't affect your stock alerts! 

We need this option too!  We sell via invoice and Online Store.  We need the inventory to depleted once invoice is created as we give our customers Net 15 to pay.  Thank you.

Admin

Thanks for your post to let us know how this would benefit your business @huttenkt, we hear you! 

I know this was a couple of years ago and things may have changed but I can't figure out how to find a settings button on the top right of my Items page to enable inventory management.  Invoices I am sending are not removing inventory from my stock.  What am I missing?

Admin

Hi there, @KimGorga - thanks for reaching out. Hopefully we can assist!

 

Are you looking to toggle on inventory management from the Online Dashboard or the Point of Sale mobile app?

Thanks.  I think I figured it out. on the online dashboard.  The inventory doesn't leave until the invoice is paid, not when I create the invoice.  Is there a way to have it disappear from stock when I create the invoice so I don't double sell something?

I submitted a question several months ago about needing the option to have my inventory to be removed when the invoice is created, not paid.  Without this option, we can potentially have someone purchase from our online store while an invoice that was just created hasn't been paid yet. If the invoice is canceled then the inventory should be returned to inventory automatically.  I think I received a response that it was something that can be looked into.  I would love an update.  It sounds like what @KimGorga is also looking for above.  Thank you!

Admin

Glad you got this one solved, @KimGorgo! 

 

The ability to actively deplete stock when an Invoice is created currently remains a Feature Request that many of our Sellers are asking for. As soon as we have more information regarding the fruition of this feature, we will be sure to vocalize it here heavily!

 

Thanks for your patience!

I'd like to chime in that we are a business that would also greatly appreciate the ability to have inventory removed from our count at the time that an invoice is created. We have definitely had someone order something on line that we *thought* was being reserved because of an invoice, only to find out too late that it wasn't reserved at all. Luckily we were able to order more product and neither customer had to go without, but this is potentially a very big problem. I do not want to have to manually take out inventory from invoices each and every time but at the moment I see no other option on how to control the mistakes that have happened and will continue to happen. Is Square any closer to a solution on this?

Admin

Hey @farmhouselady-

 

Square Invoices will decrease the inventory for an item when an invoice is paid, not when it’s sent.

 

There currently isn’t a way to define when your inventory is decreased by an invoice, but we’re constantly working to improve our products based on feedback from our customers. 

 

In the meantime, keep an eye out for any updates in this thread. Thanks for resurfacing this! 

Thanks for the update. We understand the inventory is removed when the invoice is paid. We need the option for it to decrease the inventory when the invoice is "created." Return it to inventory if the invoice is canceled. We are having to manually decrease the inventory when it's created and remember to add it back when it's paid. Last week I had a customer purchase an item from my online store that someone had on an unpaid invoice. It's so much extra work and not productive.  Is this on the update roadmap and if so what is the planned implementation date? If it's not on the roadmap please let us know so we can look for alternatives. Thank you.

Admin

Hey @farmhouselady-

 

Yes, it is definitely on the roadmap, as it is a highly requested feature. However, I cannot release any launch dates. When I am able to post an update, I will certainly put it in this thread. Thanks for your time and patience. 

I just wanted to chime in on this as another user who is shaking their head at this "feature". I am surprised such a "highly requested" option has been "on the roadmap" since 2017. How are we supposed to use a feature that screws up available inventory so badly - can't you clearly see how it puts merchants at risk of selling products they don't have? This isn't a feature until it works properly and right now (and for 3 years) people have been telling Square how it needs to be adjusted to work properly and it appears it's been falling on dead ears. Maybe I am overlooking something - is there a use case where its beneficial to keep that sold but not paid for inventory available until everything is paid up?

Admin

@J_Newton,

 

We will definitely update our sellers the minute we have a public timeline to release. 

I'm chiming in as well. I'm a new user, so a little disappointed to see that this is how this feature works. And that the request for inventory to be updated when an invoice is sent as a feature was requested back in 2018... and still hasn't been released despite multiple requests. Selling on terms is pretty standard. If there's any timeline, please let us all know.

I've read through all the comments and gathered that square invoicing with inventory management is a mess and the company has been unable to fix the issue over a 3 year period...so how about this idea....

 

Since the inventory does not adjust until the invoice is paid, then how about removing any remaining items on current invoices?  For example; there is one item left and it's currently on an invoice due on Friday, however, another customer purchases the item from the website today...so immediately the current invoice for the other customer is updated and shows the item removed as being out of stock.

 

This could work in 2 ways.  (1) If the customer has an invoice with multiple items and one or more items sells out, then those items can be auto removed on the invoice and the customer can get an email showing the invoice has been updated due to out of stock items. (2) If all items on the invoice sells out, then the invoice be auto cancelled and notification sent to customer that the items on the invoice are no longer available.

@hharrison, if I ran it this way I would have a lot of people angry that they had ordered something, I had told them it was in stock, and then Square allowed other people to order those products out from under them. Once an invoice is sent I wouldn't want to take that inventory and sell it to someone else - that's the whole problem with the way it works right now  - notifying people that their ordered products are now out of stock is not a fix in my opinion. Either way, thanks for chiming in on this issue but I doubt we are going to see any movement on this since it has been a thing since 2017.  

I just think that Square should be able to give us the option:

a. Remove the item from inventory when it's listed on an invoice (whether the invoice is paid or not)

b. Allow a second buyer to remove the item from the invoice if not paid in time

c. Allow for a period of time in either scenario before the item is returned to inventory

 

And we should be able to decide this as easy as checking a box for how we want our personal business to run...  I don't understand why they don't do this - all three of these options are common options in other carts.

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