Free, downloadable sample invoice template. Ease your billing headaches.

Mar 04 2021 | PayPal editorial staff

Download our sample invoice template to create a professional invoice you can send to customers. You can customize this invoice template by adding your company’s logo and contact information, the services or products you provided, and payment options (even allowing for partial payments). This sample invoice template also can give your customers the option to tip. Let's get started.
Start by downloading a basic invoice template in WordOnce you've got that downloaded, make sure to save your document, and then jump to the instructions below for best practices on how to fill out the template. Please note this downloadable sample, Word invoice template doesn’t include PayPal Invoicing built-in features.

Instructions to customize your sample invoice template.  

To customize your simple template, upload your company logo and enter your details. At a minimum, your template should include basic information about your business as well as the details of the service you’re providing to your client.  

Assigning your sample invoice.

When assigning your sample invoice template, make sure it’s clear who the invoice is from and who it is to. Come up with a numbering system that makes sense for your business. Consider creating an Excel sheet to help you stay organized.
  1. Your contact information: Include your company’s name, phone number, email address, and company website.​
  2. Your client'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 sample invoice template 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 sample 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 on the invoice as #25-0005.
  4. Invoice date: This should be the day you send out the sample invoice, not the day you created it. Make sure the 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 sample 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 sample invoice.

Supplying as much information about the products or services provided helps you avoid any potential delays in getting paid. If the work you did was extensive or stretched beyond a month or two, you may want to track relevant details using an Excel sheet. You also want to be as transparent as possible when billing a client, making sure to specify not only your rates and applicable tax, but also the terms for payments. You should generally include the following:
  1. Service details: Be as clear as possible when describing the product or service you’re providing.
  2. Service Date: Including a service date on your invoice template is optional, but if you decide to note it, this would be the date you performed the service.
  3. Description: Be specific. For example, if you’re a math tutor, you may want to say something like “Tutored Jack in Algebra for midterm exams – 1 hour.” Being clear and descriptive lets your client know what the invoice template is for, and that can save you time in follow-up questions.
  4. Billing rate: Depending on the product or service you provide, you may want to bill by hours, quantity, or even a flat rate – look for a tool that gives you flexibility to bill whichever way your business needs.
  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 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 payment terms 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 sample invoice to an international client or vendor, clarify which currency you’re invoicing in and add any local or industry-related requirements for your sample invoice.

Reviewing and sending your sample invoice.

Give your completed template a quick read through before you send it. Keep an eye out for typos and make sure you didn’t miss anything. 
  1. Preview the invoice: Before you send, preview the sample invoice to see what your customers will receive. 
  2. Send: If you’re emailing a PDF or another electronic version of your sample 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. View our 2-minute video and see how easy it is for you to customize and send invoices, and how easy it is for clients to pay.

Our sample invoice template is good for virtually any business that needs to send customers an invoice. Easy to customize, you can save your company’s information on your template for fast and easy future use.

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

The invoicing services are not intended to be used by HIPAA covered entities and should not include protected health information.
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.
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.
Here's how to view the status of the PayPal invoices you send.
  1. Click Tools.
  2. Click Invoicing.
  3. Click "Manage Invoices."
Here you can see the status of all of your invoices. It may take several minutes for your invoices to appear.

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