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.

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.

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 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.

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. 
You can view your invoices by going to the Invoicing section in your PayPal account. On this page, you have many options on how to find the specific invoice(s) you are looking for, how to sort them, and more.
After you send your PayPal invoices, your customers will be sent an email that links to your invoice. Your customer can then review the invoice and choose to pay you online with their debit or credit card, or using their PayPal Wallet.

You'll get an email confirming that we've sent your invoices, and when you've been paid.
 

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