Create or download a free MS Word invoice template.

May 17 2019 | PayPal editorial staff

Use this invoice template to build a professional  invoice for your business. You’ll upload your company’s contact information and logo to a Word file, then describe the products or services you provided; choose to bill a flat fee, hourly, or per item. You can give your customers the option to tip and even set up partial payments.
Start by downloading a sample Word invoice template or create one using our invoice template generator, then customize your template following the instructions below. Note MS Word downloadable invoice template doesn’t include PayPal Invoicing built-in features.

How to customize your invoice template.  

To personalize your blank invoice template in Word, upload your company logo and enter your details. At a minimum, your invoice document should include basic information about your business as well as the details of the service you’re providing to your customer. Once you've finished updating the template with your company's information, you can save it as a PDF or migrate it to an Excel file.
 

Assigning your invoice template.

When assigning your 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 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 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 job – the fifth one this year – you could list that as #25-0005.
     
  4. Invoice date: This should be the day you send out 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 the day you sent the bill. And, use this date format on your Word template 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 invoice template.

Supplying as much information about the products or services provided helps you avoid any potential delays in getting paid. You also want to be as transparent as possible when sending a bill, making sure to specify not only your rates, but also the terms for payments. Make sure to break down the total amount due by stating the subtotal as well as any taxes or fees. Your template 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 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 dog walker, you may want to say something like “Walked Jack the beagle from 2pm-2:30pm on May 5.” Being clear and descriptive lets your customers know what you're billing them for, and that can save you time in follow-up questions. Using Word for your template allows you to make space for longer descriptions, if necessary.
     
  4. Billing rate: Depending on the 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 and allows you to include items like sales tax.
     
  5. Notes: Many small businesses who have been in business for a long time rely on client 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”, including this section on your Word template 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 a bill to an international customer or vendor, clarify which currency you’re billing in and add any local or industry-related requirements to your Word document.
     

Reviewing and sending your invoice template.

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: Whether you're sending a PDF, Microsoft Word, or Microsoft Excel file, preview the document to see what your customers will receive. 
     
  2. Send: Make sure your email has 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 customers to pay.

 
Get the benefits of online invoicing with PayPal Invoicing.
Our invoice template in MS Word is good for PC users who are looking for a professional-looking, downloadable template in Microsoft Word. Easy to build, save, and reuse, this invoice template is a professional way to bill your customers, whether you're a sole proprietor or an LLC.

Note: Some industries may require mentioning specific terms and conditions on your Microsoft Word 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.
Simply access the invoicing tool in your PayPal account, click on an invoice number or recipient name and view invoice details. Click the More button to access the Share link option. This will provide a URL to your customer’s version of the invoice.  

Because invoices contain your customers’ personal information, never share the invoice link in a public forum.
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