Online Invoicing and how it works

Feb 20 2020 | PayPal editorial team

Send, track and manage your invoices with PayPal.
Invoicing is a key step in receiving payments, but can be tedious and time-consuming. Online Invoicing is a tool to simplify this process, and it can be used whether or not you have a website. If you’ve already activated your PayPal Business Account and are wondering how you can better streamline your invoicing process, 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 Business Account. You don’t have to pay to create or send an invoice, and you can even personalize it with your own company logo.  
 
It’ll take only minutes to create and send one. Once done, you can choose to send the invoice via email, a link address, 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 within 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.

PayPal invoices are easy to create. Just enter your customer’s email address. Then add an item with its quantity and amount. Add as many items as you like. You can include personalized notes, terms and conditions, discounts, or any attachments your customer might need.
When you’re finished, click Preview to see how your invoice will look for your customer.
 

How do I send invoices?

You can send PayPal invoices to any email address in the world. When your invoice is ready, just click or tap the Send button and PayPal’s platform will send an email notification with a secure link to the invoice directly to your customer. If they have a PayPal account, your customer will also receive notifications about the invoice when they log into their account.
 

How do I share invoice links?

You can also share links to invoices directly with your customers. On the desktop experience, click Share link to invoice under the Send action. You’ll get a link that lets your customer view and pay the invoice. You can copy the link and your invoice becomes payable. Then share it by email, text, or messaging app. Because invoices contain your customers’ personal information, don’t share the invoice link on a public site.
To share the link again, copy it from your list of invoices by clicking the three-dot icon for the invoice. Or get the link by opening up the invoice details.
 

How do I send invoices to multiple customers?

Send the same invoice to up to 100 customers by clicking Multiple customers and entering each email address in the Bill to field. We’ll send a separate, payable invoice to each customer.
 

How do I import a batch of invoices?

Create and send a batch of multiple invoices by importing a CSV file. Use our spreadsheet template to fill out the invoice details for each customer. For each invoice, include a customer email address, item name, and item amount. After you import the spreadsheet file, you can view a summary of the imported invoices before sending them. Once you send the file, we’ll email each customer a secure link to pay their invoice. For customer security, PayPal limits the number of invoices you can send in a single day.
Learn more about batch invoices.

Can I manage PayPal Invoicing from my mobile?

You can create, send, and manage invoices on both desktop computers and mobile phones. You can also send and manage invoices on the go with the PayPal Business mobile app. Get the mobile app from the Apple Store or Google Play. Learn more.
 

What are quick invoices?

Quick invoices let you send easy, professional payment requests on your mobile phone. They streamline invoice creation so you can quickly share a link to an invoice with your customer. Your customer will still get a professional invoice including your default business information.

On a mobile phone web browser:

1. Log into PayPal and go to your invoices.
2. Tap on the button icon in the lower right.
3. Choose Send a quick invoice, enter an amount, and payment description.
4. Tap Create and Share Link.
5. When your invoice link is ready, tap Share Link, and then share it by email, text, or messaging app.
 
On the PayPal Business mobile app:

1. Tap on the lightning bolt-shaped Quick Actions icon in the lower right.
2. Choose Send a Quick Invoice and follow prompts.
3. Tap Create and Share Link, then share it by email, text, or messaging app.
4. Tap Done.
 

How do invoices for shippable items work?

If you’re shipping an item or need your customer to give a shipping address, check the Ship Order box when you’re creating your invoice. You can then add any shipping costs. When your customer pays, you’ll be able to add tracking information when you ship their order.
 

How do I schedule recurring invoices?

You can set invoices to repeat weekly, monthly, yearly, or at a custom interval. When you start a recurring series of invoices, the customer will immediately receive the first invoice. (You also can schedule the recurring series to start at a future date.) The following invoices in the series will issue around 7:00 AM in your time zone according to frequency that you set.
 

Can I cancel a recurring invoice series?

 You can cancel a single invoice within a recurring series or the entire series of invoices. To cancel an invoice, tap the three-dot icon for the invoice within your list of invoices. You can also cancel the invoice from its details page. When you cancel an invoice within a recurring series, we’ll ask if you want to cancel the single invoice or the entire series.
 

How do I send invoices across national borders?

There’s no extra step to send invoices across national borders. You can send PayPal invoices to any email address in the world.
If your customer has a PayPal account, we’ll display the invoice and email notification in their preferred language. If your customer doesn’t have a PayPal account, we’ll send the invoice and notification email in the language of your account. You can also specify a different language by editing your customer’s contact info when you create the invoice.
Fees vary by country or region. See seller fees.

To keep your list of invoices easy to use, you can archive any invoice that you’ve created, sent, or shared. You can also archive any paid or canceled invoices. You can delete draft invoices you no longer need on the invoice’s details page or in your list of invoices.
 

Can I cancel an invoice?

When you cancel a sent or shared invoice, your customer won’t be able to pay it.
To cancel an invoice on the desktop experience, find the invoice in your list of invoices and click the three-dot icon on the right side of the screen. You have the option of sending your customer a notification email about the invoice cancelation. On mobile, find the invoice from your list. Tap the More icon on invoice details and cancel it.
 

Can I record payments made outside PayPal?

If your customer pays by cash, check, or another offline method, you can record the payment from the invoice details page. You can also record an offline partial payment if your customer made a deposit or paid an installment. Recorded payments appear in the activity of the invoice’s details page along with any notes you’ve entered about the payments.
 

Can I add notes/memos for my records?

To add a note to your invoice for your own records, click or tap the More Options link while you’re creating an invoice. Add a memo that your customer won’t see. If you’ve already sent the invoice, you can add a memo on the invoice’s details page.
 

Can I give my customers a receipt?

When your customer pays a PayPal invoice, they automatically receive a payment receipt. If your customer wants another copy of the invoice, you can share a link to the paid invoice or create a PDF to send or print.
 

How do I download invoices for my business records?

To download single or multiple PDFs for your invoices, hover over one or more invoices in your list and check each box. Then choose Download from the actions displayed.
 

How do I integrate PayPal Invoicing into my website?

With a single integration, you can connect PayPal Invoicing directly into your order management system or website. You’ll need API credentials to connect your PayPal account to your platform so you can integrate PayPal Invoicing with your site.
Integrate PayPal Invoicing.
Your business information appears at the top of your invoices and estimates. You can display your logo, name, business address, website, and other contact info. To add a new address, email, or phone number to your invoices, you’ll need to update your PayPal profile settings. After you add this contact info to your PayPal account, return to PayPal Invoicing to update the business information on your invoices.
Set up your business information.
 

Can I add a personalized logo to my invoice?

You can add a logo to your invoices in your business information settings or when you’re creating an invoice. You can add any PNG, GIF, BMP or JPG file, up to 1MB in size. We’ll resize your logo to fit within a 250(w) x 90(h) size.
 

Can I create invoice templates?

PayPal Invoicing comes with templates designed for both service- and sales-based businesses. To save time and effort, create your own templates with customized item details, terms and conditions, notes, business info, and other options. You can also save a new template from a newly created invoice. On desktop, click the downward arrow on the Send button to save an invoice as a new template.
 

Can I save customized items for future use?

You can save items by adding them in the Items section of your Invoicing settings. You can use them anytime in your future invoices.
 

How do I add taxes to my invoices?

To save commonly used taxes (like sales tax, VAT, or GST) for future invoices, add them in the Taxes section of your Invoicing settings.
 

Can I add my Terms and Conditions to an invoice?

When creating an invoice on desktop, click Add terms and conditions under Message to customer to include specific terms your customer should know. On mobile, tap See more options to add your terms and conditions.

You can use this text box to include legally required information for your business. For example tax information for customers, payment terms, a VAT number, or any other legal requirement. Please note, PayPal doesn’t represent or warrant that PayPal Invoices meet the local legal or regulatory requirements in your market. It is your responsibility to include all required information in your invoices.

Send professional estimates to give your customers the expected cost and description of your goods or services. PayPal estimates let your customers easily make approvals or request changes.

Creating estimates is similar to creating invoices. Just like invoices, you can add your logo, save item descriptions, work from templates, and customize the estimate number. You can save estimates as templates for future invoices and estimates. Learn how to create invoices.

What happens after I send an estimate?

When you send an estimate through PayPal, your customer will receive an email notifying them of the estimate and allowing them to view the estimate details. The customer will be able to accept the estimate or request changes.
When a customer accepts an estimate, you’ll get an email notifying you. You’ll be able to convert the estimate into an invoice.
If your customer requests changes, we’ll let you know with an email. Your customer can include a note about these changes. When you update the estimate, your customer will receive an email notification asking them to review and accept your changes.
If needed, you can always cancel your estimate. When you cancel an estimate, your customer will receive an email notifying them of the cancellation.

Can I update an estimate that the customer already accepted?

If you update the details on an estimate after a customer has accepted it, the estimate status will revert to “Sent.” This ensures that your customer knows about the updates and accepts your changes.

Can I convert estimates into invoices?

Convert your estimate into an invoice at any time. Your customer doesn’t need to accept the estimate through PayPal for you to convert it into an invoice.
When you convert an estimate, all details—including your customer’s email, item descriptions, discounts, terms, etc.—automatically populate a draft invoice. The same goes for any payment options you’ve selected, such as partial payments or tips. You’ll be able to edit and preview this invoice before sending it to your customer.

Do PayPal’s terms and conditions apply to estimates?

PayPal estimates are a convenient tool to make it easier for you to communicate with your customers. All estimates and updates are between you and your customer and PayPal isn’t a party to them. You’re entirely responsible for the details therein, whether they’re binding or not, and any understanding you reach with your customers. You take full responsibility for your use of PayPal estimates. 
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.