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.

The Business app makes creating, editing, and updating invoices easy. To create a new invoice tap Create New Invoice either on the Home screen, or on the Invoicing screen. You can also tap + on the Invoicing screen.
 
When you create an invoice you can enter all the necessary transaction information such as to whom the invoice is going, the date, when it’s due, what it’s for and the pricing information. You can also customize any terms and conditions you may have, add a note to the customer, leave a memo for yourself, or add pictures. Finally, you can also save the invoice as a draft, edit or delete it, and of course send it to your customer.
 
Need to send the same invoice to multiple customers? Tap the invoice you created and then tap More. Tap Copy to duplicate the invoice and then edit the customer information on it as well as any other information. You can save the copy as a new invoice (it will automatically be titled the same but with a number on it) or send it.
 
As part of the invoice creation process, you can add to the app different items you sell or services you provide as well as multiple tax rates. Just tap Invoicing and then tap the cog.
 

See also:
Create Invoice Template
Construction Invoice Template

Sales Invoice Template
Contractor Invoice Template
Freelancer Invoice Template
Catering Invoice Template
Creating and sending the invoice is free, but when an invoice is paid online there is a fee per transaction. PayPal fees vary by country.
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.

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