A step-by-step playbook for onboarding merchants onto Square — from sign-up through go-live and beyond.

1. How to Use This Guide
2. Implementation Timeline
3. Phase 1: Signing Up
4. Phase 2: Account & Back-Office Setup
5. Phase 3: Hardware Overview & Installation
6. Phase 4: Post Go-Live Follow-Up
7. Recommended Closeout Questions
8. Resource Library
9. Appendix: Reseller Video Library Shot List

How to Use This Guide

This guide walks you — the Reseller — through implementing Square for a new seller, from the moment they sign up through their first 30 days live. It's written to work across verticals (restaurant, retail, services, or general point of sale) and can be adapted based on hardware, location count, and workflow complexity.

The guide is organized into four phases:

• Phase 1: Signing Up
• Phase 2: Dashboard: Account & Back-Office Setup
• Phase 3: Hardware Overview & Installation
• Phase 4: Post Go-Live Follow-Up

Implementation Timeline

Use this sample timeline as a starting point. Adjust based on merchant complexity.

Before a merchant can go live on Square, they need a properly set-up account under your reseller relationship. Getting this phase right prevents rework later.

Gather the Basics

• Confirm the business name, location details, business type, and primary account owner/admin.
• Confirm the number of locations, devices, and team members who need access — this also determines the plan tier the seller needs. (Only 5 team members can be included in Staffing on the Free plan)
• Confirm whether any data needs to be migrated, including items, modifiers, customers, loyalty, gift cards, or team member info.

Sign Up the Right Way

• Have the seller sign up using your reseller / IDV link — not directly with Square.
• Make sure you're listed as an Authorized User on the seller's account so you can support setup and troubleshooting. Adding Yourself as an Authorized Representative

Confirm the Bank & Funding Plan Early

• Confirm the bank account and transfer setup plan before go-live. Review deposit options — Standard (next day), Instant, and Same-day.
• Instant funding is available via a Square Checking account!

Scope the Add-Ons

• Confirm whether the seller needs POS only, online ordering, loyalty, marketing, gift cards, payroll, or other add-ons.
• If using Wi-Fi or Ethernet printers, make sure the POS devices and printers will be on the same network.
• Confirm hardware needs — covered in detail in Phase 3 — using the equipment hub.

Ready to Move On When

☐ Merchant account is created using the reseller/IDV link

☐ Identity verification is complete or in progress — credit card processing enabled

☐ Reseller is listed as an Authorized User

☐ Locations, devices, team size, and plan needs are confirmed

☐ Banking and transfer preferences have been discussed

Support Articles for Phase 1

• Set up your Square account
• Troubleshoot Square account activation issues
• Edit account and business information
• Add and manage locations
• Manage account owners and authorized representatives
• Deposit options with Square
• Set up a checking account and debit card

With the account created, the next phase is building out the back office before install day. Item library, team, and printer profiles should all be in place before hardware touches the counter.

Complete Core Account Setup

• Complete core account setup in the Square Dashboard.
• Confirm the seller used your IDV link, and confirm you're listed as an Authorized User on the account.
• Account & Settings - Please use this Getting Started Checklist.

Square Checking or Link & Verify the Bank Account

• Complete sign up for Square Checking
• Link and verify the bank account, and review transfer preferences with the seller.

Build the Item Library/Menu

• Build or import the item library/menu before training and install day.
• Configure categories, modifiers, variations, taxes, and discounts.
• Confirm items are assigned to the correct locations.
• For restaurants, test common modifiers and order-routing scenarios.
• For retail, test barcode scanning, item variations, taxes, discounts, and inventory counts.

Add Team & Assign Permissions

• Add team members and assign permission levels.
• Confirm staff login method and access.
• Review new hire onboarding steps if the seller will manage staff in Square.

Set up Printer Profiles

• Create printer profiles in advance if the seller will print receipts or order tickets.
• Confirm whether each printer is intended for receipts, order tickets, kitchen tickets, or another workflow.
• Confirm printer and POS devices will be on the same network if using Wi-Fi or Ethernet printers.

Ready to Move On When

☐ Bank account is linked or verification status is understood

☐ Item library is ready for training and testing

☐ Menu or item grid is completed

☐ Team members and permissions are configured

☐ Taxes, tips, discounts, checkout, and receipt settings are reviewed

☐ Printer profiles are created

☐ Merchant has reviewed and approved item/library accuracy

☐ Taxes, discounts, modifiers, and variations have been tested

☐ Any unsupported migration items have been documented

Support Articles for Phase 2

• Link and edit your bank account
• Create and manage taxes
• Items and inventory
• Set up item grid - if using the Standard Point of Sale Mode
• Create and update menus
• Set up item modifiers
• Create and manage discounts
• Add team members
• Set up and manage team permissions
• Set up printer profiles
• Connect a printer to your point of sale
• Print order tickets from your point of sale

This phase covers what to plan for before hardware arrives, and what to test once it's live on the counter.

Hardware Overview

• Hardware kits
• Printers, barcode scanners, and other accessories, including adapters
• Device compatibility
  • If using Wi-Fi or Ethernet printers, confirm the POS devices and printers will be on the same network.

Before Install Day

• Confirm all hardware has been ordered, received, and unboxed before install day.
• Confirm internet quality is stable enough for live use and that the store network plan is finalized.

Install Day Checklist

• Verify each device signs in successfully and is assigned correctly.
• Test payments on every live device.
• Test printers, cash drawers, scanners, and any attached accessories.
• Verify receipt settings, taxes, and checkout settings.
• If applicable, test order tickets, kitchen routing, and fulfillment flows.
• If the seller wants backup protection during outages, review offline payment settings and limitations in advance.
• Make sure the seller knows how to find Square Support and self-serve setup resources after training.

Ready to Move On When

☐ All hardware is physically installed and powered on

☐ Devices can sign in and are assigned to the correct location

☐ Payments have been tested on each intended device

☐ Printers, scanners, cash drawers, and accessories have been tested

☐ Receipt settings, taxes, checkout, and order tickets have been validated

☐ Offline payment expectations have been reviewed, if applicable

Support Articles for Phase 3

• Hardware — Square Support Center
• Identify your Square hardware
• Device compatibility
• Set up Square Stand, 2nd generation
• Troubleshoot Square Stand connection and power failures
• Set up network requirements for Square hardware
• Set up your Square Ubiquiti UniFi network
• Connect a printer to your point of sale
• Troubleshoot connection issues on printers
• Set up printer profiles
• Print order tickets from your point of sale
• Process offline payments
• Get support at Square

Staying engaged after go-live is what turns a successful install into a long-term account. Use these three checkpoints.

24–48 Hours After Go-Live

7 Days After Go-Live

30 Days After Go-Live

Video 8: What to Check in Your First 30 Days
 A walkthrough of the first-month health checks and reporting review.

Support Articles for Phase 4

• Learn about Square’s reporting tools
• View and download your sales summaries and fees
• Square reporting
• Deposit options with Square
• Get support at Square
• Set up and manage Messages
• Troubleshoot Square account activation issues

Before you consider an implementation complete, walk through these five questions with the seller.

1. Is the seller processing payments successfully on every intended device?
2. Are receipts and printers behaving as expected?
3. Are deposits reaching the correct bank account on the expected schedule?
4. Does the seller know how to update items, team members, and business settings?
5. Does the seller know where to get help if something breaks?

Keep these on hand — they cover the most common questions that come up during and after implementation.

Square Setup References

• Public getting started guide
• Public hardware hub
• Public printer setup
• Public reliability guide

Helpful Support Articles

• Set up your Square account
• Edit account and business information
• Set up new hire onboarding
• Set up and manage Messages
• Hardware — Square Support Center
• Items and inventory
• Set up Square Stand (2nd generation)
• Troubleshoot Square Stand connection and power failures
• Set up your Square Ubiquiti UniFi network
• Connect a printer to your point of sale
• Troubleshoot connection issues on printers
• Set up printer profiles
• Set up item grid
• Troubleshoot items not visible on your website
• Get support at Square
• Print order tickets from your point of sale
• Square Support Center