Submatic allows you to link a product from Square with a specific package or subscription template. When the product is sold in Square POS it will trigger an order creation workflow in Submatic. Note that Submatic does not create products in your Square account, therefore before you follow the steps below ensure that you have product(s) set up in Square that represent your subscription(s) / package(s).
Link Product
- Go to your Templates page
- Click on "Manage" for the template that you would like to link
- Click "More Settings"
- On the "Link POS Product" page, begin typing the product name and click on the product name when you locate it. Note that the product will appear only if: the product has been imported into Submatic and the product is not already linked to another template.
- Select an option for desired behavior when an existing subscriber/member purchases the linked product (described further below)
- Click Save to confirm the product link
Process Sale in Square POS
Once you complete the above steps the product that you selected is linked to a specific template in Submatic. When the product is sold in Square and a customer is attached to the sale, an order will be created in Submatic using the linked template. An order is processed in Submatic in real time once it is completed and paid in full in Square.
If you are selling a membership or subscription in Square that involves a recurring payment it's important to collect all of the relevant information that you will need to process payments and communicate with the customer going forward.
- If customer profile already exists in Square: Double check name, email, and phone. Add data that is missing
- If customer profile does not exist in Square: Create a new customer profile including name, email, and phone. Save profile.
- Then add a card on file: scroll to the "CARD ON FILE" section on profile, tap "Add Card", tap "Credit or debit card" then swipe, insert or type to enter card number and Save
- Sell the relevant "linked" product and collect payment to finalize the membership sign up - note that you will be billing the member for their first billing cycle as part of this sign up.
If a linked product is sold in Square and no customer is attached to the order an email alert will be sent to the Submatic account owner. The email includes information about the linked product that was sold as well as a link to the Square receipt.
If this occurs you have the ability to manually create an order in Submatic.
Linked Product Sale to an Existing Subscriber
When you select a on the "Link POS Product" page product you will be presented with various options for the behavior that applies when an existing subscriber of the specific template plan purchases the product.
- Credit unpaid order / overdue balance (if it exists): If you select this option, the POS purchase will apply towards any unpaid balance that the customer has. The system will only check for unpaid balances that exist for this particular template plan and within the time period specified. If no unpaid balance exists for this customer, the purchase will be treated as a renewal (as described below).
- Ignore unpaids / overdue balances and process a renewal order: the purchase will be treated as a renewal. For example if the plan has an annual billing cycle, the order will trigger a 1 year extension on the customer’s subscription. This will happen irrespective of the customer’s actual renewal date. For example if a customer’s renewal date is October 1, 2025 and the customer purchases the renewal product on August 1, 2025, the renewal order will trigger a plan extension and the customer’s new renewal date will be October 1, 2026.
- Create a new subscription: a new subscription will be created and the customer will now have multiple subscriptions.
Edit Linked Product
- Go to your Templates page
- Click on "Manage" for the template that you would like to edit
- Click "More Settings"
- Click on the Garbage Can icon on the right side of the page below the word "Unlink"
- At this point you may link a new product or leave the template as is, without any linked product.