Terminal offer worksheet
Compare the hardware promise with ownership, connectivity and replacement evidence.
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| Device and supplier | Ownership arrangement | Return obligations | Ongoing costs | Replacement response | Evidence reference | Unresolved question |
|---|---|---|---|---|---|---|
| Counter-terminal-example | Loaned | Return on closure, terms to verify | Connectivity quote needed | Equipment draft | Replacement timing |
- Starting rows are fictional. Use internal references, not personal or confidential records.
- Missing required fields stay visible. Filled fields do not prove approval, compatibility or legal compliance.
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Even the best free payment terminal can be a bad idea if the terminal does not fit your shop well or the written terms of the offer are not as advertised. In addition to the cost of the hardware in the box you need to establish who owns the terminal, what services will cost extra, and what happens when you stop processing.
A repair shop often needs the terminal to serve more than one person. An advisor takes the deposit, another employee collects the balance, and the bookkeeper reconciles the payout. Choose equipment around those tasks. A device accepting a test card does not prove the terminal connects to your repair software or keeps the correct invoice reference through a partial refund.
Use with this guide
repair software integration scorecard
Use the repair software integration scorecard to test invoice references and partial refunds.
processor changeover checklist
Keep the processor changeover checklist beside your equipment return plan.
Repair shops using Clover: check hardware portability
Check Clover device portability before changing a repair-shop processor. Use the evidence sheet for hardware, subscriptions, apps and migration requirements.
Browse the complete auto repair guides and worksheets.
Document the hardware arrangement
Use the terminal offer worksheet to record the device, ownership status, return conditions, ongoing services and unresolved test. The worksheet exports an evidence register. Filled fields mean you have something to review. They do not certify a device, validate a lease or approve an integration. Enter document references rather than account credentials or customer payment details.
For a free terminal check if this is given as a gift, a loan that is tied to your processing, a rebate off the price of the terminal or even a free monthly rental. Detail the exact model and who the terminal was supplied by. Also list the return time and method in the ownership section and ensure this is detailed in the written equipment agreement also. Use the repair software integration scorecard to test invoice references and partial refunds.
Check separate agreements and costs
Match the payment account agreement with the equipment agreement (lease, finance agreement, rental agreement etc). Identify all documents that the business is signing up for. Highlight any unresolved ownership questions on the offer worksheet and continue to seek written confirmation from responsible parties until resolved.
Record the ongoing costs to use the terminal. Free may mean free hardware but not free for example internet access or free use of software that is optional. Is the mobile connection to use the terminal included, billed separately or not available. Compare like with like for connectivity requirements.
Test the actual checkout workflow
Test the jobs your front desk performs. Run an authorized small test payment through the proper account workflow, then review the receipt and settlement. Verify a deposit and remaining balance against the same repair-order reference. Ask how the device handles refunds, voids and more than one employee. Do not use a real customer's payment credentials in a public worksheet or screenshot.
Square's pricing guidance states hardware is not necessary for every payment workflow. Some businesses use invoicing, payment links or supported phone-based checkout. Those options still have account requirements and transaction costs. Use them as comparison alternatives when they fit the task. A physical terminal is not automatically the cheapest or most suitable way to collect every invoice.
Sources for this section: Square: current payment fees and plan differences
Review replacement and backup procedures
For a fictional offer, the worksheet identifies a supplied counter terminal and a return-on-closure agreement. The replacement response time remains unanswered. The missing-field result directs the owner to ask what happens when the device fails during a busy pickup period. The example is not a BlueFinch equipment quote, warranty or support commitment.
Ask about replacement shipping, support hours and the permitted backup workflow. Your advisor needs a documented procedure if the terminal stops responding. A backup should use a provider-supported method with the correct fees and payment protections. Writing down card numbers while waiting for a replacement creates another problem. Keep payment credentials within the authorized payment system. Keep the processor changeover checklist beside your equipment return plan.
Save the accepted offer
BlueFinch supplies terminals under the written offer provided to the merchant. Confirm your device and terms during the account review. Do not assume the same equipment arrangement applies to every shop, software package or connection. Review the total account cost as well as the hardware offer before choosing a setup for your repair desk.
Save the equipment document, support instructions and tested workflow with your account records. Give staff a short checkout procedure based on the completed tests. Revisit the offer if a software change requires different equipment. A useful terminal offer gives your shop both a suitable device and enough written information to understand the obligations attached to receiving it.
Primary sources
BlueFinch last reviewed these sources on October 4, 2026. Payment rules and state requirements can change.
Use this page for general business information. It is not legal, tax, or accounting advice.