Create or download a free Excel invoice template.
How to customize your invoice template.To personalize your blank invoice template in Excel, upload your company logo and enter your details. At a minimum, your invoice document should include basic information about your business as well as the details of the service you’re providing to your customer. Once you've finished updating the template with your company's information, you can save it as a PDF.
Assigning your invoice template.When assigning your invoice, make sure it’s clear who the bill is from and who it is to. Come up with a numbering system that makes sense for your business and helps you stay organized.
- Your contact information: Include your company’s name, phone number, email address, and company website.
- Your client's information: Make sure to include at least an email address and a phone number. A physical mailing address is a nice to have.
- Invoice #: There are multiple ways to assign invoice numbers. The simplest is chronological – use the next number in the numerical series. But, that may not be intuitive and can quickly become a mouthful. (You don’t want your customers, or your team, to refer to invoice #492485720934.) You can work around this by breaking your invoice number into multiple parts, like using a unique customer number with a variable project number. So, when Jane Doe (customer number 25) makes another purchase or hires you for another job – the fifth one this year – you could list that as #25-0005.
- Invoice date: This should be the day you send out the invoice, not the day you created it. Make sure your invoice date, payment terms, and due date line up: if your payment terms are 30 days, then the due date should be exactly 30 days from the day you sent the bill. And, use this date format on your Excel template to solve for international differences: Month (spelled out), date, year. (Example: December 28, 2017)
Tip: With PayPal Invoicing, we’ll automatically help you calculate the due date. And if you’re sending internationally, we’ll automatically display the invoice date in the proper format for your customer.
Itemizing your invoice template.Supplying as much information about the products or services provided helps you avoid any potential delays in getting paid. You also want to be as transparent as possible when sending a bill, making sure to specify not only your rates, but also the terms for payments. Make sure to break down the total amount due by stating the subtotal as well as any taxes or fees. Your template should generally include the following:
- Service details: Be as clear as possible when describing the product or service you’re providing.
- Service Date: Including a service date is optional, but if you decide to note it, this would be the date you performed the service.
- Description: Be specific. For example, if you're a dog walker, you may want to say something like “Walked Jack the beagle from 2 pm-2:30 pm on May 5.” Being clear and descriptive lets your customers know what you're billing them for, and that can save you time in follow-up questions. Using Excel for your template allows you to make space for longer descriptions, if necessary.
- Billing rate: Depending on the service you provide, you may want to bill by hours, quantity, or even a flat rate – look for a tool that gives you flexibility to bill whichever way your business needs and allows you to include items like sales tax.
- Notes: Many small businesses who have been in business for a long time rely on client loyalty, and adding personal touches can go a long way. Whether you add a note that says “Thank you for your business” or “Hope to see you again,” including this section on your Excel template can help you make a lasting impression.
- Terms and Conditions: Include payment terms in your terms and conditions (or notes) section, and remember to mention your terms for late or early payments. Also, if you’re sending a bill to an international customer or vendor, clarify which currency you’re billing in and add any local or industry-related requirements to your Excel sheet.
Reviewing and sending your invoice template.Give your completed template a quick read through before you send it. Keep an eye out for typos and make sure you didn’t miss anything.
- Preview: Whether you're sending a PDF, Microsoft Word, or Microsoft Excel file, preview the document to see what your customers will receive.
- Send: Make sure your email has a clear, descriptive, and accurate subject line. If you’re using PayPal Invoicing, you can simply click ‘Send’ to have PayPal send your invoice or you can select “Share link myself” to share the invoice link in your own email, text, or chat message.
- Get paid: With PayPal Invoicing, your customers will automatically have the option to pay you online using their credit or debit card, PayPal account, or PayPal Credit1.
Get the benefits of online invoicing with PayPal Invoicing.
Our invoice template in Excel is good for PC users who are looking for a professional-looking, downloadable template in Microsoft Excel. Easy to build, save, and reuse, this invoice template is a professional way to bill your customers, whether you're a sole proprietor or an LLC.
Note: Some industries may require mentioning specific terms and conditions on your Microsoft Excel invoice so be sure to check the special requirements for your business.
Access more invoicing features for free with PayPal Invoicing. For example, you can:
- Save invoice templates, items, and contact details for quick entry
- Send invoices to up to 1,000 customers at once
- Track status, view history, and send reminders for unpaid invoices
- Option to accept partial payments or enable tipping
- Accept payments from 200+ markets around the globe
- Send invoices on the go with the PayPal Business app
1 PayPal Credit is subject to consumer credit approval.
2 Source: comScore, based on a survey of 1,226 US and Canadian small- and medium–sized business owners asked how long on average it takes to receive a payment on an invoice from the time the invoice is sent out, using their primary invoicing tool, December 2017. 320 of surveyed businesses are currently using PayPal.
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 if the feature is available in your country. 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 Items will be shipped 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.
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.
Once you’ve set up your library and started selling, you can measure the health of your business through reports that track valuable data such as top-selling products and sales stats.
You can set up your product library directly in the PayPal Zettle app or by logging in to your PayPal Zettle account, where you can complete more advanced tasks like importing from spreadsheets and bulk updating products and variants.
Your product library online
Log in to your PayPal Zettle account and you’ll find all of your products under the Products tab. From here you can add a new product, import, or export to and from spreadsheets and edit existing products.
By clicking on the column name, you can change the default sorting of the list. By default, all products are sorted alphabetically by product name. To view products in the opposite order (example, from z to a), click the header. By clicking again, you’ll go back to the default.
Clicking on the columns to change the order of your products doesn’t change the way your products are displayed in the PayPal Zettle app.
By moving your mouse over a product, a pen and trash can icon appear at the end of the row. To edit the product information, click the pen icon, edit directly in the fields, and click on checkmark or press enter to save.
To edit multiple products, click the pen icon for each row and tab through the fields. This is useful if prices need updating on multiple products.
To delete a product, click the trash can icon.
Bulk assign and bulk delete
Bulk assign: Assign categories to products in your list by selecting a few products, press the action menu and choose add category. This will trigger a pop-up in which you can either assign from an existing category or add a new one.
Bulk delete: By selecting multiple products, you can delete them all at once by clicking the red trash can icon. This action cannot be undone and the products are permanently deleted.
The product library in the PayPal Zettle app
In the PayPal Zettle app, you’ll find all your products under the Sell tab. From here, you can organize your products to ring up sales quickly, add new products, and edit existing ones.
List or grid view?
The product library can be displayed in a few different ways. You can either view the library as a grid (if you’re using an iPad, you can change the size of your grid by using the icon above it) or you can swipe to the left and view your library as a list with a search bar above it.
Organizing your products in folders
You can speed up sales by grouping products together, this should help you to find them easier in the app. This can be done in the iOS app by dragging products over each other, and in the Android app by visiting the product detail page.
In the PayPal Zettle app
Go to Sell and begin by clicking the Edit button, followed by the + sign to the right. Choose whether you’d like to add a “Product” or “Discount.” When you choose “Product," enter the name, price, category, variants (if needed), and a photo.
Adding products in bulk
If you want to add many products (for example if you receive a large number of products from one supplier, or if you want to import products from another platform), you can bulk add them into your product library online by uploading an Excel file with the details. You can add up to 2,000 products at a time and repeat the process as you add more products.
When importing products in bulk, you can also import inventory values.
- Setting prices: When you create a new product in the library, you can choose to either set a fixed price or a price based on a custom unit like pounds or hours.  >
- Price per unit: Set a fixed price or price per unit for each of your products/services. You can also leave the price field empty and manually enter the amount each time you add it to a shopping cart.  >
- Custom unit: You can set your own price based on a custom unit such as pounds, hours, or any other unit you’d like. Enter the unit of the product (for example, pounds) and the price per unit. When you add a product to a shopping cart, enter the number of pounds sold and the price will be calculated automatically.
Setting up categories
When you create a new product or when you’re editing an existing product, you can decide which category you want to place it in. Adding products to a specific category is useful because you can then filter your sales reports to show how different categories sold by week, month, or year or season.
Currently, categories aren’t visible in the PayPal Zettle app and can only be added and viewed online.
Adding and assigning categories
Whether you’re creating a new product or editing an existing one, categories can be assigned in two ways:
- In bulk - in the product list, you can choose a group of products that you’d like to assign the same category. For example, if you have different ceramic pots, you can add them to the “ceramics” category so that you can compare them with your “porcelain” pieces at the end of the month.  >
- Single - each product has a detail page. Here you can add a category to each specific product by typing in the “Category” field and clicking add new.
You can always choose and assign from previously created categories too.
Important to keep in mind while categorizing products
Think about how you’d like to organize your products into categories beforehand. You can’t remove a category completely, but you can always create new ones. New categories won’t show up in your reports until you’ve made a few sales.
To remove a category: Click the x and remember to save. This action will leave the product uncategorized – meaning it will show up without a category in your reports.
You can add multiple variants to a product that comes in more than one option, such as size, color, and style. You can add up to 3 options per product. Each combination of options makes a variant. A product can have up to 100 variants in total.
For example, you’re selling a T-shirt that comes in two options: size and color. The size option has 3 values: small, medium, large. The color values are: black and white. So, a variant example for this product is T-shirt, small, black.
In the PayPal Zettle app:
- From the library, tap Edit and the + button in the right-hand corner.  >
- Add a product name. If you fill in price and/or cost price, these values are automatically applied to all variants. You don’t need to fill in the barcode, in stock or SKU fields, as these values are added per variant.  >
- Scroll to the section labeled "Variants" and tap Add variants.  >
- Tap Add option to add your first option.  >
- Now you can add values for your option. Tap Done on the keyboard or tap + to add the option value. Repeat this step until you’ve added all values. Tap Save.  >
- Repeat step 4 and 5 until you’ve added all options to your product.  >
- Tap Save. You’ll now see all product variants in the list.  >
- Tap on a variant to edit values such as barcode, in stock and SKU.
In your PayPal Zettle account:
- In the Variant section of the product page, click Add option.  >
- Enter a name for the first option (the order in which you set up the options will be how they’re displayed in your POS app and online store).  >
- Fill in option values. Separate the values with a comma or by pressing enter.  >
- To add more options, click Add option. You can add up to 3 options per product.  >
- A list with your variants appears below and you can fill in attributes such as price, barcode, stock, and SKU. If you’ve entered these attributes on product details, they’ll be pre-filled on the variant level.
For products that don’t have any variants, pricing, stock, and SKU are shown on product details. Once you have added variants, these attributes are editable on variant-level, instead of product-level.
If you want to edit many variants at once (for example, changing the price of many variants in one go), follow these steps:
In the PayPal Zettle app:
- From the library, tap Edit and tap the product you want to edit.  >
- In the variant section, tap Edit.  >
- Choose the variants you want to make changes to. You can also choose multiple variants at once by tapping the filter button.  >
- Apply the change and tap Save.
In your PayPal Zettle account:
In the ‘Variant details’ section of the product page, choose the checkboxes of the variants you want to edit. You can also choose multiple variants at once from the top-left checkbox dropdown.
- Choose the action that you want to apply in the “Actions” dropdown.  >
- Apply the change and click Save.
Adding products to the cart and using discounts can only be done in the PayPal Zettle app.
Adding to cart
Tap on a product in your library to add it to the cart. Once a product has been added to the cart, you can tap on the product to:
- Increase the amount of that product.
- Add a comment about that specific product, which can also be done when selling a product with a custom amount price.
- Add a discount to that the product.
Adding a discount: from your product library, click Edit and + in the right-hand corner. Choose “Discount," enter either a percentage or a fixed amount, and give it a name.
Using a discount
You can apply a discount to individual items or all items in the shopping cart. Go into the cart, tap the Discount button, and choose either a percentage or fixed amount. You can also apply a discount to specific products in the cart by tapping on the item and editing the “Discount” field.
Importing and exporting your products
If you’re editing or adding a lot of new product information to PayPal Zettle, we recommend importing the changes by uploading an Excel or CSV file. This can be especially useful when transferring information from another system, or when setting up your store.
To get started, log in to your PayPal Zettle account online and go to Products.
If you have an empty product library:
- Download the template file by clicking Import and finding the link to Download the template file.  >
- Once you’ve downloaded the template file, open it in the preferred software (Excel or Numbers, for example).  >
- The template file contains a number of columns with headers such as Name, Price & Stock amount.
Important - if you're importing your products and intend to collect tax:
If you want to collect tax on your products, we recommend setting up your most common tax rates before starting the import. If you have an empty product library and haven’t added any tax rates yet, the template file won’t include tax rates – meaning that the import will happen without taxes enabled on the products. You’ll then have to add tax rates manually to each product later.
We recommend setting up taxes first and then downloading the template file.
Adding information to the Excel file:
Once you’ve set up your taxes (if necessary) and downloaded the template file, it’s time to start adding your product information. The template file makes it possible for our system to understand the information you’ve added and populate your product library accordingly.
Important note: Don’t edit the headers or the structure of the file; only add information below in the relevant rows. There’s an identifier in the sheet (ID); please don’t edit or delete this information either, as this makes it possible for us to import the data you’re adding.
The template file contains a number of columns; below each column are empty cells. In these cells, you can add the relevant information. If there are columns that you don’t wish to fill out, leave them empty. The only column that is mandatory for an import is the name of the product.
- Name: Your product’s name. Can contain both letters and numbers. (Required)
- Custom unit: If your product is sold as individual items, you can leave this column blank. Otherwise, you can enter units like g (grams), m (meters), or hrs (hours) here. Unit names can’t be longer than 4 alphabetical characters.
- Taxes: The following columns about taxes reflect the rates that you’ve added in your library, so these will differ depending on the taxes you’ve created in your account. The accepted values are YES, for Yes this tax is applied or NO for No this tax doesn’t apply. If your product is Exempt, write YES under the Exempt Column and make sure that the other tax cells are empty for that product.
- If you have products with different variants, you can add those directly in the file and import them by filling in the type of variant under Option 1 Name, and then fill in the values for that Option 1 under Option 1 Value. The combination of options and values will result in a list of variants.
- Option 1 Name: Size
- Option 1 Value: Small, Medium, Large (each on a different row)
- Option 2 Name: Color
- Option 2 Value: Blue, Purple, Green (each on a different row)
- Price: The price of the item. Leave it blank if you want to enter the price at checkout or enter a numerical value.
- Cost price: The price you bought the item for, enter a numerical value.
- Barcode: If you have products with barcodes, you can add the barcode number to this column. Then you can scan the product in the PayPal Zettle app, enter numerical or alphabetical values.
- SKU: The SKU (Stock Keeping Unit) of the variant. A SKU is the unique ID you assign to an item for inventory tracking purposes. Numerical or alphabetical values.
- In stock: The stock quantity of the item. If you fill in an amount, the inventory tracking for this item is automatically turned on. After you have imported the Excel file, you’ll see the new stock balance in the Inventory tab. Enter a numerical value.
- Variant ID: When adding new variants, leave this column blank. The ID is automatically generated and it is our way of knowing if a variant is already in your product library.
- Product ID: When adding new products, leave this column blank. The ID is automatically generated and it’s our way of knowing if a product is already in your product library.
Important note: Don’t remove, rename, or reorder the columns or the headers, as this will make the import fail. Don’t change the Product ID or Variant ID either as we use these details to update existing products in your library, if you have them.
If you sell products online:
The downloaded Excel file will look different if you sell online. This is because, with online sales, more product information is available to you in PayPal Zettle so your file will include all the above fields, as well as these additional ones:
- Visible online: Write YES if you want to sell the product online and in your store. Write NO if you only want to sell the product from your point-of-sale app.  >
- SEO title: Add a descriptive title for your product. The title will display as a link in search engine results. We recommend a title that is 70 characters or less.  >
- SEO description: This meta description is the short snippet of text that shows up under the title in search engine results. Make sure that each product has a unique and compelling description to maximize clicks. Max. 320 characters.  >
- Shipping weight in grams: If you’re configuring real-time or weight-based shipping rates, the product weight is required. Otherwise, leave this blank.
If you have an online store with any of our partners, you can seamlessly integrate your two libraries and avoid making manual updates.
Uploading the file:
Once you’ve added all the information to the file, save it in either.xsxl (excel) or .csv (universal) and drag it into the upload area of the modal. You can also click Upload from computer to choose a file from your hard drive.
Important note: We can only accept 2,000 rows in the file, per upload. If you exceed this number of rows in your file, please upload your library in batches of 2,000.
Review your upload:
Once the loading finishes, you’ll get a preview of the changes we’ve detected in the file. This step may include errors that need correction. If that is the case, follow these steps:
- Click Upload another file; this will take you back to the previous step.  >
- Open your file on your computer and correct the mistakes in the sheet.  >
- Make sure you’re using the correct values for the column – for example Price can only contain numbers (numerical values).  >
- Save the file.  >
- Upload again by either dragging and dropping the file in the modal, or clicking Upload from computer.
If everything looks good, click Import. This may take a few minutes.
Exporting and editing existing products:
If you have created Products previously, the easiest way to make updates in bulk is to Export your library to a .xlsx file following these steps:
- Go to Products.  >
- Click Export; the file should automatically start to download in your browser.  >
- Open the file in your desired software (excel or numbers for example).  >
- Make the appropriate changes following the guidance above under the Section “Adding information to the Excel file."  >
- Save the file to your computer.  >
- Go back to your PayPal Zettle account and click Import.  >
- Drag the file to the upload area or click Upload from computer and click Upload.  >
- Review the changes or correct any mistakes if needed (follow the instructions under the section “Review your upload”).  >
- Click Import if there are no mistakes to fix.
Good to know:
- Tax rates are applied to products and must be the same for variants.  >
- Supported formats are .xls, .xlsx and .csv.  >
- Folders can’t be edited using this sheet.  >
- Don’t add more than one tab in the file.