Known Limitations
Some things in Square will look unexpected after using InkFronts. Here's what they are and why they happen.
Cancellations appear as “Customer cancelled”
When InkFronts automatically cancels an appointment — for example, because a client didn't pay their flash deposit within 15 minutes — Square records it as if the customer initiated the cancellation. This is a Square API limitation: the API doesn't provide a way for third-party apps to cancel on the business's behalf without it appearing as a customer action.
What to do: If you see a cancellation you weren't expecting in Square, check your InkFronts dashboard first. The booking history will show whether it was an auto-cancellation due to an unpaid deposit.
Can't automatically move appointments from Pending to Accepted
Square's API does not allow third-party applications to accept appointments on your behalf. This means InkFronts cannot automatically confirm a pending appointment, even after a deposit is paid. You'll need to do this manually in your Square dashboard or the Square app.
What to do: The quickest way is from your InkFronts dashboard → My Bookings — click the appointment date/time or the Pending status badge and it will take you directly to that appointment in Square, where you can accept it and confirm the deposit was paid all in one place. If you want to avoid this step entirely, enable auto-accept in your Square booking preferences — appointments will then confirm automatically without your input.
Cancelling an appointment doesn't cancel the invoice (and vice versa)
Square appointments and invoices are independent objects. If you cancel an appointment in Square, any associated invoice or checkout link remains active — the client could still technically pay it. Similarly, if a client's payment link expires, their appointment may still appear on your calendar until it's cancelled.
What to do: When cancelling a booking, check both Square Appointments and Square Invoices to make sure both are handled. InkFronts handles this automatically for the 15-minute flash cancellation flow, but manual actions in Square require you to clean up both sides.
Short delay between payment and confirmation
After a client pays a flash deposit, there's a brief delay (typically a few seconds, occasionally up to a minute) before the booking appears as confirmed in InkFronts and Square. This is because InkFronts waits for a webhook notification from Square to confirm the payment was processed — it's not instant.
What to do: If a client reports paying but the booking doesn't show as confirmed, wait a minute and refresh. If it still doesn't appear, check Square directly. Email us at product@inkfronts.com if something looks wrong.
Pending requests can sit indefinitely
Custom requests create a pending appointment in Square that stays there until you act on it. If you don't review the request and either send an invoice or decline it, the appointment will sit as pending indefinitely — potentially holding that slot. Square does not automatically expire pending appointments.
What to do: Build a habit of reviewing your InkFronts dashboard regularly. If you decide not to take a custom request, cancel the appointment in Square promptly so the slot opens up. Automatic cancellation after a set number of days is something we could add in the future — let us know if that would be useful to you.
Something else not working as expected? Email us at product@inkfronts.com and we'll help figure it out. We're also interested in feedback on what limitations bother you most — some may be fixable.