How to quickly simplify your online invoicing.

May 31 2019 | PayPal editorial staff

Paperwork isn’t exactly the most glamorous part of owning a business. Yet, sending out and tracking invoices is essential to making sure that you get paid promptly and that your clients are satisfied with your service.
Sometimes, though, it can seem like you’re drowning in a sea of paperwork or spending extra time following up on unpaid invoices. With PayPal Invoicing, you can generate professional-looking invoices that are easy for you to create and track and easy for your clients to pay.
 
To illustrate how PayPal Invoicing can work for you, let’s look at Joe Harper, owner of Joe’s Golf Equipment.
 

 Meet Joe.
Joe opened his golf equipment store in 2009 with a tight budget, two employees, and big plans. In the ensuing years, his business has grown considerably, especially now that he also sells goods online.

Lately, however, his trusty invoice book isn't cutting it. He’s finding it harder and harder to keep track of the invoices he’s sent, which ones have been paid, and when he received payment. He’s always enjoyed his experience with PayPal, so he decided to look into PayPal Invoicing to simplify his invoicing process.

PayPal makes it easy.
PayPal Invoicing turned out to be just what Joe was looking for: a fast, intuitive, and accurate tool that made organization a breeze.

For starters, Joe was able to create a personalized, professional-looking digital invoice template quickly and easily that included:
  • His company’s logo and information, including address and phone number.
  • Purchase details.
  • Shipping and tax information.
  • Any additional discounts.
  • Terms and conditions.
  • A note to his client.
 
Joe can also create templates that can be reused over and over for future transactions. Or, for regular clients who frequently place repeat orders, he can copy and reuse existing invoices that carry over both the customer’s information and the items ordered so he doesn't have to enter them manually.

Once he’s created an invoice, Joe has the option to send it to one person or add more people on the CC line – a spouse, business partner, etc. Group invoicing, billing multiple people for an event for instance, is also available. And if he needs to, Joe can add attachments, like terms of service, a document to sign, or an image. Once PayPal sends the invoice via email, the recipient can simply click the “Pay Now” button to make a secure payment either through a PayPal account or a credit or debit card (a PayPal account isn’t required). Once the customer has paid online, the money shows up in Joe’s PayPal account, usually within minutes. The client can also choose to pay cash or mail a check instead, and Joe can even opt to allow partial payments or a minimum amount. Once paid, the invoice will have a partially paid status until it’s been paid in full. 

Keeping track of those funds is a snap, too, because PayPal Invoicing lets Joe reconcile his invoices and payments automatically online. If he sees that he’s missing all of part of the amount owed by a customer, he can send an email reminder with a single click of his mouse. He can see a detailed history of his invoices, too, including due dates and a list of reminders he’s sent. And if the customer paid with a check, no problem – he can also use PayPal Invoicing to track payments made offline via cash or check. Joe can even create custom invoices on the go. With the PayPal Here mobile app, he can visit an office to offer his shoeshine services, for example, and generate invoices on the spot. 

Another bonus Joe appreciates is that PayPal Invoicing doesn’t cost an arm and a leg. There are no fees for creating and sending invoices, no setup charges, no monthly fees, and no cancellation charges. Rather, he only pays a fee when he receives a payment online. So, for each payment transaction with a customer, he pays a per-transaction fee of 30 cents plus a small percentage of the sale – 2.9%, which consistently makes selling online easy and clear.

Best of all, though, is the time Joe has saved in sorting through spreadsheets and files and tracking his outstanding invoices. That means Joe has more time to manage his business, inventory his stock, and work to expand his company.

A smart move.
Joe’s story shows how much you stand to gain from implementing PayPal Invoicing in your business. Any business owner will agree that time is money, and invoicing services from PayPal will save you a bundle. To get started on simplifying your business processes and taking back lost time, go to www.paypal.com/invoicing and see what PayPal Invoicing can do for you. Or, you can create one with our free Invoice Template Generator tool.
 
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. 

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Frequently asked questions.

Here's how to create your CSV batch PayPal invoice file:
  1. Click the Use our sample batch file link.
  2. Fill in the file, leaving the headers in place. Add one line per invoice recipient.
  3. Be sure to fill out at least the email address, item name and item amount.
  4. Refer to the currency codes page for PayPal to see all supported currencies.
  5. Save the file as a CSV file. Then click browse to select the file and upload.
PayPal invoicing lets you send professional payment requests to your customers. Depending on your business, you may want to first send an estimate for customer approval.

To send an estimate:
  1. Click Create Estimate.
  2. 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 will get a notification. Simply click Convert to Invoice to turn your estimate into an invoice. Send the invoice to get paid fast.

 

When you send a money request or invoice, you’re charged a small fee to receive the money.

The fee is automatically deducted from the amount that you receive. Fees may occasionally change. To see the latest fees, click Fees at the bottom of the PayPal homepage.

 

Simply access the invoicing tool in your PayPal account, click on an invoice number or recipient name and view invoice details. Click the More button to access the Share link option. This will provide a URL to your customer’s version of the invoice.  

Because invoices contain your customers’ personal information, never share the invoice link in a public forum.