Create or download a service invoice template for free

Nov 04 2021 | PayPal editorial staff

Whether you want to bill hourly or by flat amounts, provide the option to be tipped, or enable partial payments, you can customize this professional, free service invoice template to meet your needs.

Start by downloading a sample service invoice template in Word, or by using our free invoice template tool. Then customize your invoice template following the instructions below. If you decide to save your free invoice template as a PDF, you may find it easier to add your information to the template in Word and then save as a PDF. Please note the downloadable Word invoice template doesn’t include PayPal Invoicing built-in features and may not be formatted correctly if you export your template to Excel.

How to create and customize your invoice template. 
 To customize your service invoice, upload your company logo and enter your details. At a minimum, your template should include basic information about your business as well as the details of the service you’re providing to your client. 

1. Your contact information: Include your company’s name, phone number, email address, and company website.

2. Your client's information: Make sure to include the company name and at least an email address and a phone number. A physical mailing address is a nice to have.

3. Invoice #: There are multiple ways to assign invoice numbers. If you're using a Microsoft Excel sheet as a ledger, you may find that 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 clients, 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 client number with a variable project number. So, when Jane Doe (customer number 25) hires you for another project – the fifth one this year – you could list that on the service invoice as #25-0005.

4. Invoice date: This should be the day you sent the bill, 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 your invoice date. And, use this date format 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.

These are a few things you should consider including on your invoice template:
  • Service details: Be as clear as possible when describing the service you’re providing. 
  • Service Date: Including a service date on your template 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 marketing consultant, you may want to say something like “Initial consultation with the digital marketing team on social media strategy.” Being clear and descriptive lets your clients know what the bill is for, and that can save you time in follow-up questions. Make sure to itemize things like taxes or the unit price. If there was a purchase order for the job, consider including that with your service invoice. And, if you offered a free initial consultation, as many service professionals do, include that as a line item for full transparency.
  • Billing rate: Depending on the service you provide, you may be billing hourly, per item, or even just a flat fee – look for a tool that gives you flexibility to bill whichever way your business needs. If you put your customer list into Excel 2003 or Excel 2007 to track payments, consider upgrading to a simple, online invoicing solution like PayPal Invoicing.
  • 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 to your invoice template that says “Thank you for your business” or “Hope to see you again,” leaving a blank section for a note can help you make a lasting impression.
  • Terms and Conditions: Include invoice 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 billing an international customer or vendor, clarify which currency you’re billing in and add any local or industry-related requirements to your service invoice template.
5. Preview the template: Before you send, preview the service invoice to see what your customers will receive. 

6. Send: If you’re emailing your professional invoice, make sure to include 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.

7. Get paid: With PayPal Invoicing, your clients will automatically have the option to pay you online using their credit or debit card, PayPal account, or PayPal Credit1.
Tip: PayPal Invoicing can get businesses paid fast. In a recent study, 79% of businesses using PayPal Invoicing reported that they received payment within a week.2 That’s much faster than traditional offline invoicing. View our 2-minute “How to send invoices online” video and see how easy it is for you to customize and send invoices, and how easy it is for customers to pay.

Create and send invoice online.

Our service invoice template is good for:
  • Freelancers and contract workers who need a commercial invoice.
  • Creative service professionals including logo designers, web designers, artists, graphic designers, interior designers, writers, photographers, actors, and voice actors.  
  • IT services consultants who use a contractor invoice to charge for things like web development, software development, computer repair, IT support.
  • Consultants for professional services including: marketing, legal, accounting and bookkeeping services, management consulting, notary,  etc.
  • Educators including teachers and trainers, tutors, and life coaches.
  • Any service providers looking for a straightforward billing invoice template, like: mechanics, day care, clean, gardeners, landscapers, electricians,  home inspectors, painters, plumbers, caterers, event planners, roofers, etc.
​Some industries may require mentioning specific terms and conditions on your 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
Start using PayPal Invoicing today by signing up for a PayPal Business account.
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.

1PayPal Credit is subject to consumer approval.

2Source: 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.

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Frequently asked questions.

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. 
Duplicate Payment
Physical Item
When a buyer claims they made a duplicate payment, provide evidence that two transactions took place. Examples may include:
  • Tracking numbers verifying shipment of different goods.
  • Copies of sales receipts, invoices, or contracts with the buyer.
Service/Virtual Item
  • Compelling evidence that proves different items were delivered, used, provided, or services completed.
  • Tracking numbers verifying shipment of different goods.
  • Copies of sales receipts, invoices, or contracts with the buyer.
Always include any correspondence you had with the buyer as they worked to resolve the issue with you.

Incorrect Transaction Amount

If the buyer claims they were charged an incorrect amount, provide evidence that the transaction was for the correct amount. Examples may include:
  • Copies of sales receipts, invoices, or contracts with your buyer.
  • Any correspondence you had with the buyer in question as they worked to resolve the issue with you.

Paid by other means
Physical Item
If the buyer claims they paid by means other than PayPal and this transaction is a duplicate payment, provide evidence that two transactions took place or that you didn’t receive payment by any other means. Examples may include:
  • Shipment tracking numbers verifying shipment of different goods.
  • Copies of sales receipts, invoices, or contracts with your buyer.
  • Any correspondence you had with the buyer in question as they worked to resolve the issue with you.

Service/Virtual Item
Examples may include:
  • Compelling evidence that proves different items were delivered, used, provided, or services completed.
  • Copies of sales receipts, invoices, or contracts with your buyer.
  • Any correspondence you had with the buyer in question as they worked to resolve the issue with you.

Canceled subscription

If the buyer claimed they canceled their subscription or recurring billing but were still charged, please provide evidence that this charge occurred prior to cancellation or is otherwise valid. Examples may include:
  • Copies of sales receipts, invoices, or contracts with your buyer.
  • Any correspondence you had with the buyer in question as they worked to resolve the issue with you.
The PayPal Developer Portal offers support for developers who have questions about technical topics, such as APIs or integration. Below is a list of common topics searched for by developers. You can also browse and search on the Developer Portal for additional topics.

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PayPal offers a secure commerce Identity API that lets your customers sign in to your web site using their PayPal credentials.

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Instant Payment Notification is a message service that automatically notifies merchants of events related to PayPal transactions.

Merchants, developers, and business solution providers use Invoicing APIs to automate the creation, delivery, tracking, and reconciliation of invoices with an integrated payments solution.

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Accept PayPal, credit cards and other payments methods through mobile apps.

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Information and support on name value pairs and NVP SDKs.

PayPal Checkout
PayPal Checkout gives your buyers a simplified and secure checkout experience that keeps them local to your website or mobile app throughout the payment process.

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Payflow Pro is a high performance TCP/IP-based client-server architecture solution. It includes a secure payment gateway that gives merchants total control over the payment process.

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The PayPal SOAP API is based on open standards known collectively as web services, which include the Simple Object Access Protocol (SOAP), Web Services Definition Language (WSDL), and the XML Schema Definition language (XSD).

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Information about PayPal's Virtual Terminal - a web-based application that processes credit and debit cards, replacing swipe machines.

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PayPal's Website Payments Pro is an API-based solution that enables merchants and developers to accept credit cards, debit cards, and PayPal payments directly on their website.
PayPal Payments Standard
You can accept credit cards online easily and offers a streamlined checkout experience to customers using mobile devices.
You can view your invoices by going to the Invoicing section in your PayPal account. On this page, you have many options on how to find the specific invoice(s) you are looking for, how to sort them, and more.

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