Today's tutorial is a quick one on how to create a custom PayPal invoice. This is a feature of PayPal that I've been using since I set up my account because it's easy to keep track of invoices, payments, and fees.
I used to spend hours every month typing in all my tasks and adding up the hours and payment amounts, just to have to double and triple check to make sure everything came out right.
PayPal makes it really simple to send clients an email with their detailed invoice and includes a link so they can pay by credit card or bank transfer right from the invoice. It's convenient for clients and its easy for me to send reminders, mark payments, and add notes as needed.
Here's what you'll need in order to send an invoice:
- Your logo: This is a great way to make you invoice recognizable and add your brand into it.
- Your business information: You can include your phone number, email address, mailing address, and tax information depending on what your client needs.
- Your invoice number: If you're already creating invoices somewhere else, you can enter the next invoice number and PayPal will start numbering based on that information. This way, you can avoid overlapping numbers or having to change your system.
- Your client information: You'll at least need a name here. You can also add a billing and shipping address and email address if you want PayPal to send the invoice and reminders via email.
- Your charges: You can set this up by an hourly rate, a quantity, or a set fee. Then you can enter detailed information and amounts and PayPal does all the math for you. You can also choose to add a discount or a Partial Payment Option
You can also preview the invoice before you send it to make sure the format looks correct and all the information your client needs is displaying. Once you create an invoice, you can save it as a template and use it over and over without having to start from scratch: just enter the new client and price and you're good to go.
P.S. Here's what the email your client receives, for anyone who is wondering:
And here's the invoice they receive
What accounting system are you using? Do you create a custom invoice each time you need to bill a client?