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. 

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Frequently asked questions.

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.

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.

How do I create an Invoice?

1. Log in to your PayPal Business Account.
2. Click Pay & Get Paid.
3. Click Create and Manage Invoices.
4.
Click Create Invoice.
5.
Type in your customer's information.
6. Select the type of invoice and currency.
7. If needed, add shipping by checking the shipping box.
8. To add line items, click the + icon.
9. Add any notes or click More options to add photos. 
10. You can also add your logo to the invoice.
11. Add any due dates, discounts, shipping fees, taxes, etc.
12. Click Send.

Once the invoice has been paid, you'll see its status change in your dashboard.

How do I create and send invoices on the PayPal App?

1. TapPayments, the tap Get Paid.
2. Tap Send Invoice.
3. Tap Invoicing, and tap Create New Invoice.
 


 

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.

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.

 

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