How to quickly simplify your online invoicing.

Apr 12 2021 | 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. 

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. 

Was this content helpful?

Frequently asked questions.

PayPal Invoicing has no set up or monthly fees. When a customer pays you online, you’re charged a fee based on the amount of the purchase. Fees vary by country or region.
Learn more about fees.

How can customers pay my invoices?

PayPal customers can easily pay your invoices. They don’t need a PayPal account to pay. They can also pay you with a credit or debit card.

Can customers make partial payments?

To accept partial payment from your customer, check the Allow partial payment box under payment options when you’re creating an invoice. This lets your customers make multiple payments toward the total amount of a single invoice.
 
If you require a minimum amount due, your customer will need to pay at least that amount in their partial payment. Your invoice will have a Partially Paid status until it’s fully paid. A record of payments will appear on the invoice details.
 
Partial payments aren’t a credit product or a way to allow for an excessive number of payments. We may contact businesses if we suspect they’re not using this feature correctly.

What if customers can’t find my invoices?

If your customer can’t find their email notification for an invoice, their email filter might have sent it to the junk folder. If your customer has a PayPal account, they can pay the invoice by logging into their account where they’ll see the invoice in their Activity. If needed, you can share a link to the unpaid invoice with your customer.
  

Can I send reminder emails for unpaid invoices?

To send a reminder about an unpaid invoice, find it in your list of invoices. On a desktop computer, click the three-dot icon and click Remind. On a mobile phone, you can send reminders from an unpaid invoice’s details page. You can personalize the reminder before sending it. Your customer will receive an email reminding them to pay the invoice. To save time, set up automatic reminders for all new invoices in your Invoicing settings. You can also schedule automatic reminders warning customers when an invoice is overdue.
Set up automatic reminders.

Save customer contact info

We’ll save a list of all your invoicing customers in your settings. You can add more contact info about your customers in your settings or by editing your customer’s information when you’re creating an invoice.
 

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.
 

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.

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.

 

We’ll use cookies to improve and customize your experience if you continue to browse. Is it OK if we also use cookies to show you personalized ads? Learn more and manage your cookies