Admin Reference
Square Automated Booking Workflow
Complete setup guide — contracts, invoices, appointments, and the full hands-free client funnel.
The Big Picture
Your Automated Booking Funnel
Client books a consultation
Via your Square Appointments link — they pick a time, Square confirms automatically
You send one Square Invoice
Includes the non-refundable deposit request + your 7-clause contract attached
Square blocks payment until they sign
Client must digitally sign the contract before the deposit goes through
Square auto-chases the balance
Automatic reminders at 3 days before, due date, and 3 days after if unpaid
You send the planning questionnaire at 60 days
Link: wildmanshow.com/planning-questionnaire — or drop it in the invoice memo
Show up and pack the dance floor
Everything else is handled
Part 1 of 3
The 7 Contract Clauses
Copy these into Square Dashboard → Customers → Contracts → Create Template. Use Square's smart fields ([Customer Name], [Event Date], [Total Price]) to replace the bracketed placeholders.
Part 2 of 3
Square Invoice Setup
Go to Square Dashboard → Invoices → Create Invoice and configure these settings once. Save as a template so every new booking takes 2 minutes.
Attach Your Contract
Scroll to the Contracts section → toggle Attach Contract → select your template.
⚡ Square will block payment until the client digitally signs.
Set Up the Deposit Split
Check Request Deposit → set amount (e.g., 50%).
Set the remaining balance due date to 14 days before the event.
Configure Auto-Reminders
Scroll to Reminders → add three reminders:
- 3 days before due date
- On the due date
- 3 days after due date (if unpaid)
✅ Square handles all follow-up automatically.
Add the Planning Questionnaire to the Invoice Memo
Paste this into the Custom Message / Memo box on every invoice:
Thanks for booking! 🎧 Don't forget to fill out your music planning form about 60 days before the party: 👉 https://wildmanshow.com/planning-questionnaire This is where you tell me your must-plays, do-not-plays, and the full timeline for the night. Takes about 10 minutes and makes a HUGE difference! Questions? Call or text me anytime: (325) 232-2584
Part 3 of 3
Square Appointments Setup
Go to Square Dashboard → Appointments and set this up once. Clients can then self-book consultations from your website, Instagram bio, or Facebook page.
Create the Consultation Service
Appointments → Services → Create Service
- Title: Initial DJ Consultation
- Price: Free (or a fixed fee if you charge)
- Duration: 30 minutes
Set Your Availability
Staff → Select your name → Toggle availability hours
Example: Tuesdays & Thursdays, 4:00 PM – 8:00 PM
Enable Your Booking Site
Online Booking → Channels → Enable Square Booking Site
Square gives you a free booking link. Drop it in your Instagram bio and Facebook page.
Set the Auto-Confirmation Message
Settings → Communications → paste this as your confirmation message:
Subject: You're on the calendar! 🎧 Let's talk music. Hey [Client Name]! Thanks for booking a chat with me. Your consultation is officially locked in for [Date] at [Time]. I'll give you a ring at [Client Phone Number] when it's time. Can't wait to hear all about your event plans and chat about the music you love! Talk soon, DJ Wildman (325) 232-2584 wildmanshow.com
Review Defense
Spotting & Fighting Fake Reviews
If a review is from a fake account, a competitor, or someone who was never actually a client — here's exactly how to fight it.
Step 1 — Run the Name Check
Before doing anything else, search the reviewer's name in your Square Invoices and booking history. If you can't find a match, that's your evidence — use the reply template below.
Reply Template — No Booking Record Found
Hi [Reviewer Name], Thank you for taking the time to leave feedback. I take my business and my clients' experiences very seriously. However, I've searched my Square invoices and complete booking history and I cannot find any record of anyone under your name booking my services or attending an event I performed at. If there has been a mix-up, I'd genuinely love to make it right. Please contact me directly at (325) 232-2584 or [email protected] so we can sort this out. If this review was left in error, I'd appreciate you removing it. — DJ Wildman | The Wildman Show
Step 2 — Flag & Report on Every Platform
After posting your reply, report the review directly on the platform. If it violates their terms (spam, harassment, fake account), they'll often remove it.
Google Business Profile
OpenFind the review → click the three dots (⋮) next to it → select "Report review" → choose the violation type (Spam, Off-topic, Conflict of interest, Fake, etc.) → submit.
⚡ Google is most likely to remove reviews flagged as "Conflict of interest" or "Spam and fake content."
The Knot
OpenLog into your Vendor account → go to Reviews → find the review → click "Report" or contact The Knot support directly at [email protected] with the review URL and your reason.
Go to your Page → Reviews tab → find the review → click the three dots (⋮) → "Find support or report recommendation" → select the violation type.
Yelp
OpenLog into Yelp for Business → Reviews → click "Report review" next to the offending review → select the reason → submit. Yelp also has a formal "Yelp Support" escalation path for clear policy violations.
Reviews That Qualify for Removal
Final Checklist