Square 3rd Party Payment Processing Fee

In this article:

• What is the Square Processing Fee?
• How the Fee Is Calculated
• Multi-Currency Processing
• How the Fee Appears on Your Invoice
• Downloading Your Transaction Fee Report
• For Team Plan Owners: Viewing Individual Practitioner Fees
• Switching to Avoid the Fee

What is the Square Processing Fee?

When you process payments through Square in Practice Better, a 0.75% third-party payment processing fee applies to each transaction completed on or after December 1, 2025. This fee covers the operational costs of integrating and maintaining Square as a payment processor on the platform.

The fee is automatically calculated and added to your monthly Practice Better subscription invoice based on your actual Square payment volume. If you don't process any Square payments in a given month, no fee will be applied – you only pay for what you use.

📌 Note: Only Square payments processed on or after December 1, 2025 incur this fee. Historical transactions completed before this date are not charged.

Why This Fee Is Being Applied

Practice Better has made the decision to phase out its integrated payment solution with Square. While the Square integration will continue functioning as it currently does for a period of time, we will not be making updates or improvements to the Square gateway going forward. New users will no longer be able to connect Square to Practice Better starting February 1, 2026.

💡 Tip: To avoid this fee and enjoy reduced processing rates, consider switching to Practice Better Payments. You'll receive 0.05% and 0.05 cents off standard processing fees for two months after making the switch.

How the Fee Is Calculated

The Square processing fee is calculated using a straightforward formula applied to each Square payment you process.

Calculation Formula

Processing Fee = Payment Amount × 0.75%

For example, if you process a $1,000 Square payment, the fee would be $7.50 ($1,000 × 0.0075).

Rounding Method

Practice Better uses banker's rounding (also called "round half to even"), which is the standard method for financial calculations. This approach reduces rounding bias across many transactions.

Here's how it works. When the calculated fee ends exactly halfway between two cent values (ends in .5), the system rounds to the nearest even number. When the result is not exactly halfway, it rounds to the nearest cent normally.

Examples:

• $1,000.00 payment → $7.500000 fee → rounds to $7.50 (even number)
• $200.00 payment → $1.500000 fee → rounds to $1.50 (even number)
• $666.67 payment → $5.000025 fee → rounds to $5.00 (nearest cent)
• $1,333.33 payment → $9.999975 fee → rounds to $10.00 (nearest cent)

Multi-Currency Processing

If you process Square payments in a currency different from your Practice Better subscription currency, the fee is automatically converted for you.

For example, if your subscription is in Canadian dollars (CAD) but you receive a U.S. dollar (USD) Square payment, Practice Better converts the fee using current exchange rates. The conversion rate and timestamp are saved for transparency, and the fee appears in your subscription currency on your invoice.

Exchange rates are cached for up to 60 minutes to ensure consistency, and all conversion details are included in your downloadable transaction reports.

How the Fee Appears on Your Invoice

The Square processing fee appears as a separate line item on your Practice Better subscription invoice, based on your regular billing cycle.

Invoice Line Item Details

Your invoice displays the following information:

• Line item description: Square Third-Party Payment Processing Fee
• Billing period: The date range covered (e.g., Nov 11 - Dec 11)
• About fees link: Directs you to this help article for more information
• Download fee report link: Allows you to access detailed transaction information
• Amount: Total fee charged for all Square transactions during that billing period

The fee is calculated as a percentage of your total Square processing volume, so the amount will vary based on your actual payment activity each month.

Downloading Your Transaction Fee Report

You can access detailed reports of all Square transactions that contributed to your monthly processing fee. These reports are available from the Square integration settings on your 3rd Party integrations page.

Two Types of Reports

Practice Better provides two report options to help you track your Square processing fees:

1. Current billing cycle: Shows all transactions in your current monthly period, matching what will appear on your next invoice. This helps you understand your upcoming charges.
    
2. Full history: Shows all Square transactions since December 1, 2025. This is useful for accounting, record-keeping, and exporting data for your financial records.
    

Steps to Download Your Report

1. Go to Settings > 3rd Party Integration.
    
2. Locate the Square integration section.
    
3. Click the More Options menu (3 dots) next to Square.
    
4. Select Download transaction fee report.
   
    
5. Choose either Current billing cycle or Full history.
   
    
6. The system will generate and download a CSV file named SquareTransactionFees.csv.
    

What's Included in the Report

Each CSV report contains the following columns to give you complete transparency into your Square processing fees:

• Transaction Date: When the Square payment was processed (displayed in UTC timezone)
• Practitioner: Name of the practitioner who processed the payment
• Invoice Number: Your client invoice number associated with this payment
• Charge Amount: Total payment amount with currency code
• Exchange Rate: Currency conversion rate used (if applicable, shown with 6 decimal places)
• Transaction Fee: The 0.75% processing fee in your subscription currency

The report opens easily in Excel, Google Sheets, or any spreadsheet software, and transactions are sorted with the newest first. When payment currency matches your subscription currency, the Exchange Rate column will be empty since no conversion was needed.

💡 Tip: While transaction fees appear on your invoice at the end of each billing cycle, it's best to wait until your monthly billing closes to download the most accurate and complete report of all charges.

For Team Plan Owners: Viewing Individual Practitioner Fees

If you manage a Team Plan with unmanaged billing, each additional practitioner's Square processing fees appear as separate line items on your monthly Practice Better invoice. This allows you to easily identify and allocate costs to individual team members who are processing Square payments.

How to View Practitioner-Specific Fees

1. Click your name in the top-right of your portal and select My Subscription.
    
2. Scroll down to Recent Statements and click View next to your Practice Better subscription invoice.
    
3. Look for Square Third-Party Payment Processing Fee line items associated with each practitioner who has Square enabled.
    
4. Each practitioner's fees will display separately, showing their individual processing volume and applicable charges.
    

This breakdown makes it simple to determine how much each additional practitioner owes you for Square processing fees during that billing period. You can also use the transaction fee report download feature to see detailed transaction-level data for each team member.

Switching to Avoid the Fee

The easiest way to eliminate this fee is to switch from Square to Practice Better Payments. When you make the switch, you'll not only avoid the 0.75% third-party processing fee but also receive promotional rate reductions for your first two months.

Practice Better Payments offers a seamless payment solution built specifically for health and wellness professionals, with competitive processing rates and full integration into your Practice Better workflow.

✅ All set: If you disconnect Square from your Practice Better account, the processing fee will immediately stop being applied to future transactions. Any fees already incurred for Square payments processed during the current billing period will still appear on your next invoice.