Online Invoicing and how it works

Feb 20 2020 | PayPal editorial staff

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Invoicing is essential to any business to getting paid, but can take up too much time in sending, tracking and managing them. Online Invoicing is a tool to simplify this process, whether or not you have a website. All you need is your PayPal Hong Kong accountIf you’ve already activated your PayPal Business Account and are wondering how you can organise and manage your invoices, we’re here to give you a quick rundown. 

What is Online Invoicing? 
PayPal’s Online Invoicing is a feature that comes included in your PayPal account. You don’t have to pay to create or send an invoice and you can even personalise it with your own company logo.

It’ll only take minutes to create and send one and you can choose to send the invoice via email, share a link to the invoice or even schedule an invoice to be sent on a later date. The best part is, you’ll get to see all your invoices at a glance when logged into your PayPal account, which makes managing and tracking your payments a whole lot easier. 

How to send an invoice? 


Step 1:  
Log in to your PayPal Business Account.



Step 2:  
Look for Tools and click on Invoicing 



Step 3:  
Select Create to start creating a new invoice.  



Step 4:
Enter your customer’s email address, payment details, description of services and any other necessary information.  


Step 5:  
Click to expand the Send dropdown to either Share Link Myself* or Send the invoice directly.
*Because invoices contain sensitive details, never share the invoice link in a public forum.



Step 6 (Optional):  
To schedule an invoice, select a future date you wish to schedule your invoice for and select Save and Schedule. Your invoice will then be saved and sent on your scheduled date.

And that’s all there is to it! You can even save the details of your regular customers to your address book to help save you more time.




 
The contents of this site are provided for informational purposes only. You should always obtain independent, professional accounting, financial, and legal advice before making any business decision.

Frequently asked questions.

You have 3 convenient options to request payments from your friends or customers. It's ok if they don’t have a PayPal account yet; we'll help them sign up for one and guide them through the payment. We’ll email you when your payment request or invoice is paid. 

There’s no fee for your to request a payment. You only pay a fee for receiving a payment when your request is paid. When the payment request is paid, the funds are added to your PayPal account balance.
 

Option 1. Send an email payment request

What is PayPal Email Payments?
Email Payments allow you to receive payments from anywhere around the world simply by sending a digital request. The recipients will then receive an email that allows them to pay you with credit/debit card, bank account, or their PayPal balance. If the transactions are eligible for Seller Protection, it’ll be reflected in your Transaction Details page.

How to send a payment request?

  1. Click Pay & Get Paid at the top of the page.
  2. Under 'Accept Payments', click Request money.
  3. Enter the person's name or email address, then click Next.
  4. Enter the amount, select the currency and click Request Payment.

You can request money from more than one person at a time. To do so, just enter their email addresses separated by commas in Step 2 above. 

Option 2. Send an invoice

What is PayPal Invoicing?
Online Invoicing is a free management tool to help you automate your invoicing process. The feature provides an easy-to-use invoice template that can be personalised with details such as your company logo, product descriptions, and invoice ID numbers. They can also be customised with discounts, shipping costs, and the currency you wish to be paid in. You can send the invoice via email or a direct link, immediately or at a scheduled later date. Invoices can also be send to multiple recipients at one go, or on a recurring basis.

How to send an invoice?

  1. Click Pay & Get Paid at the top of the page.
  2. Under 'Accept Payments', click Request money.
  3. Click Create an invoice.
  4. Enter the required information.
  5. Click Send.
     

Option 3. Share your PayPal.Me link

PayPal.Me is our new, hassle-free way to pay and get paid. You can share your personal PayPal.Me link with anyone via SMS, social media platform or email. Your customers can then click or type your link and send you payments. If their payments meet the eligibility for Buyer Protection, their purchases will also be safeguarded by PayPal. Learn more about how PayPal.Me works.

PayPal invoicing lets you send professional payment requests to your customers. Depending on your business, you may want to first send an estimate to your customers before sending them the final invoice. 

Here's how to send an estimate:
  1. Go to your Invoicing page.
  2. Click Create Estimate under the "Create" tab.
  3. Fill in the form and click Send at the top of the page.
Your customer can review the details, approve the estimate, or request changes. Once your customer has approved your estimate, you'll get an email notification.

Here's how to turn the estimate into an invoice and send it to your customer:
  1. Click Convert to Invoice in your email notification or next to this estimate on the Manage Estimates page.
  2. Open the invoice draft.
  3. Review the details, and then click Send.

You must confirm your email address first in order to start receiving payments. If someone sends you a payment, you’ll receive an email notification. You’ll need to manually accept the first payment you receive. The payments received afterwards will be automatically accepted into your account.

Here are some ways you can get paid:


The funds you receive will appear in your account balance on the Summary page. You can then use the balance to send payments or withdraw it to your bank account.

Compare our payment solutions to find the best fit for your payment needs in Hong Kong.

You can use the PayPal app to make mobile payments quickly from your phones or tablets. Our app is available for iOS and Android mobile devices in Hong Kong. To get started, download the PayPal app in App Store or Google Play, and install it on your mobile device. Simply log in with your PayPal account credentials and you'll be ready to send mobile payments.

If you’re having issues downloading the app, please contact the technical support of the app store on your mobile device for further assistance.

*Check out PayPal Business app if you're selling with PayPal. PayPal Business app lets you create and send invoices on the go, and keep track of your customers' transactions conveniently.
The contents of this site are provided for informational purposes only. The information in this article does not constitute legal, financial, IT, business or investment advice of any kind and is not a substitute for any professional advice. You should always obtain independent, professional accounting, financial, IT and legal advice before making any business decision.