How to create and send invoices using PayPal

What you will learn in this tutorial

00:00:00 Introduction
00:00:15 Select Create and Manage Invoices
00:01:00 Add your company logo and business details
00:01:43 Enter the customer billing email address
00:02:10 Enter optional customer billing and shipping details
00:02:55 Add optional additional recipients’ email addresses
00:03:10 Select a suitable invoice template and currency
00:04:35 Enter items details and costs for the invoice
00:07:45 Enter optional message for customer
00:08:15 Enter or use the default PayPal invoice number and invoice date
00:08:30 Select the invoice payment due terms from the drop-down menu
00:08:50 Enter an optional discount and other optional amounts
00:09:40 Select the optional Allow Partial Payments and Allow Tips
00:10:05 Preview invoice before sending
00:10:25 Send PayPal invoice via email
00:10:40 Example PayPal email invoice
00:11:40 Create PayPal invoice link and download PDF invoice
00:14:15 Cancel PayPal invoice

Step by Step Guide

Creating and sending invoices through PayPal is a convenient way to request payments for goods or services, providing a professional touch to transactions with clients or customers. PayPal’s invoicing tool is quite comprehensive, allowing for detailed customizations and easy tracking. Here’s how you can create and send invoices using PayPal:

Steps to Create and Send a PayPal Invoice

Log In to Your PayPal Account:

Access your PayPal account by logging in at the PayPal website.

Access the Invoicing Tool:

Navigate to the “Send & Request” section at the top of the PayPal homepage.

Click on “More” and then choose “Create an Invoice” from the drop-down menu. You might also find this option directly under the tools or business tools section, depending on your account type.

Choose a Template or Create a New Invoice:

PayPal offers several invoice templates, or you can create a new invoice from scratch. Select an existing template or click on “Create New Invoice.”

Customise Your Invoice:

Fill in Customer Details: Add your customer’s email address and other contact information. You can also select from a list of existing customers if you have previously invoiced them through PayPal.

Add Your Business Info: Ensure your business name, contact information, and logo are correctly displayed on the invoice.

Enter the Invoice Details: Include the invoice number (PayPal can auto-generate this for you), invoice date, and payment terms (e.g., due on receipt, net 30 days).

Describe the Products or Services: Add a description of the products or services sold, including quantity, price per unit, and any applicable taxes.

Add Custom Fields: If you need additional information specific to your business (like a purchase order number), you can add custom fields.

Set Up Payment Options:

You can specify how you want to receive payments. PayPal allows you to accept partial payments or add a tip option, depending on the nature of your business.

Preview the Invoice:

Before sending, preview the invoice to ensure all information is correct and appears professional.

Send the Invoice:

Once you are satisfied with the invoice, click “Send” at the top of the invoice form. PayPal will email the invoice directly to your customer, with a link to pay using their PayPal account or a credit card.

You can also choose to share a link to the invoice directly if you prefer to send the invoice through another method, like your email system or a messaging service.

Additional Features

Managing Invoices: PayPal allows you to track all sent invoices, see which are paid or unpaid, and send reminders or receipts from the same tool.

Recurring Payments: For regular billing, you can set up recurring invoices to be sent automatically at intervals you specify.

Multi-Currency Functionality: If you are dealing with international clients, PayPal invoicing supports multiple currencies, which you can select when creating the invoice.

Tips for Effective Invoicing

Clear Descriptions: Ensure that each line item on the invoice is clearly described so that clients know exactly what they are being charged for.

Prompt Invoicing: Send invoices promptly after the completion of a service or delivery of goods to maintain steady cash flow and professionalism.

Follow-Up: Don’t hesitate to follow up on overdue invoices. PayPal’s system can automate reminders for you.

Using PayPal to create and send invoices can help streamline your business transactions, providing a user-friendly interface for you and a simple payment process for your clients.