Create or download a free sales invoice template.

Feb 25 2019 | PayPal editorial staff

Use our free sales invoice template to build a custom template for your business. In a few easy steps, you’ll create a professional template with your company’s logo and contact information. You can choose to bill by item or hourly and list the product or services you provided. You can even set up partial payments or give customers the option to tip.
Start by downloading a sample sales invoice template, or by generating one using our free Invoice Template tool. Then customize your sales invoice following the instructions below. Please note the downloadable Microsoft Word invoice template doesn’t include PayPal Invoicing built-in features.

How to customize your sales invoice.  

To customize your sales invoice, upload your company logo and enter your details. At a minimum, your sales invoice should include basic information about your business as well as details like the price of the product or service you’re providing to your customer.  
 

Assigning your sales invoice.

When assigning your sales 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 keep your accounting organized.
 
  1. Your contact information: Include your sales company’s name, phone number, email address, and company website.
     
  2. Your customer’s information: Make sure to include 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 sales 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 project – the fifth one this year – you could list that as #25-0005.
     
  4. Invoice date: This should be the day you sent 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 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.


Itemizing your sales invoice.

Supplying as much information about the products or services provided helps you avoid any potential delays in payment - after all, the whole purpose of a sales invoice is to get paid. You also want to be as transparent as possible when sending an invoice, making sure to specify not only your rates, but also the terms for payments. Remember that your invoice may serve as your customer's recept, so be sure to list the price for each item, as well as any discounts or credit memos, taxes, or additional fees for things like shipping.

When itemizing your invoice, consider what's normal for your industry. If it's standard practice for a seller to include the unit price, cost for shipment, sales tax, or a copy of the sales order, make sure to include it. Find out if buyers expect a seller to provide a separate tax invoice. You don't want to cause any confusion for your buyer and risk late payment.

A sellers purchase invoice should generally include the following:

 
  1. Service details: Be as clear as possible when describing the product or service you’re providing. Be sure to supply a price breakdown if the customer purchased multiple quantities of an item or recieved a discount on the sale.
     
  2. Service Date: Including a service date is optional, but if you decide to note it, this would be the date of the transaction or the date you performed the service.
     
  3. Description: Be specific. For example, if you sell furniture, you may want to say something like “Oak dining table and four chair set.” Being clear and descriptive about the item you're selling lets your customers know what the invoice is for, and that can save you time in follow-up questions.
     
  4. Billing rate: Depending on the product or service you sell, you may want to bill by hours, quantity, or per transaction – look for a financial accounting tool that gives you flexibility to bill whichever way your business needs. How do you calculate tax? Do you accept partial payments or only the total amount? Consider factors like these when you decide how to manage your accounting.
     
  5. Notes: Many small businesses who have been in business for a long time rely on customer loyalty, and adding personal touches can go a long way. Whether you add a delivery note that says “Thank you for your business” or “Hope to see you again”, this section can help you make a lasting impression.
     
  6. Terms and Conditions: Include invoice payment terms and accepted payment methods in your terms and conditions (or notes) section, and remember to mention your terms for late or early payments. Also, if you’re sending your purchase invoice to an international customer or vendor, clarify which currency you’re invoicing in and add any local or industry-related requirements.
     

Reviewing and sending your sales invoice.

Give your new invoice a quick read through before you send it. Keep an eye out for typos and make sure you didn’t miss anything. 
 
  1. Preview: Before you send, preview the sales invoice to see what your customers will receive. 
     
  2. Send: If you’re emailing your sales 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.
     
  3. 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.
     
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. Watch our 2-minute video and see how easy it is for you to customize and send invoices, and how easy it is for customers to pay.
 
Learn about online invoicing.

Our sales invoice template is good for:
  • Businesses that make sales from a brick and mortar store, like florists, cake makers, clothing designers, jewelers, etc.
  • eCommerce businesses that make sales through a website or other online channels and need to charge for things like sales tax in different states or shipping.
  • Sole proprietors who do business without a physical location or company website, like makeup artists or landscapers.

Note: Some industries may require mentioning specific terms and conditions on your sales 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.
 
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. 

 

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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. 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 Ship Order 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.

PayPal has two gateway options that give you different levels of customization for your online checkout pages.

Payflow Link is cost-efficient, PCI-compliant, and works with your existing merchant account. At checkout, your customers enter their payment details on a secure, PCI-compliant template hosted by PayPal. You can choose to integrate our embedded template (which sits right in your website), or you can choose a customizable full-page template. All templates include PayPal and PayPal Credit, so your customers have more options to pay. Payflow Link has no setup or monthly fees.

Payflow Pro is a fully customizable gateway, so you can build a checkout experience as unique as your business—from language and layout to page sequence and PCI compliance options. You can add a PayPal button to help drive more sales, or use our hosted pages and offer PayPal Credit, too. Payflow Pro has a $99 setup fee and a monthly fee of $25.

There are optional features such as additional fraud protection, recurring billing and buyer authentication. Click here to see pricing.
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.

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. 

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