To send an invoice with PayPal, sign in to your account, open Pay & Get Paid, select Create an Invoice, enter the customer and billing details, review everything, and click Send. PayPal then emails the customer a link they can use to view and pay the invoice online.
This method works well for freelancers, consultants, agencies, and small businesses that want to request payment without manually sharing PayPal account details.
Here is how the complete process works.
What You Need Before Sending a PayPal Invoice
You need an active PayPal account that can receive commercial payments. Make sure your email address is confirmed and your business information is accurate before creating the invoice.
Prepare the following details:
- Customer’s name and email address
- Description of the products or services
- Quantity, rate, and total price
- Invoice date and payment deadline
- Applicable taxes, discounts, or shipping fees
- Payment terms and customer notes
- Your business name, address, and logo
PayPal states that product availability can differ by market. In some countries, receiving payments may require additional account setup or a supported local partner. Check the services available for your country before offering PayPal as a payment method.
How to Send an Invoice With PayPal on Desktop
The current desktop process is straightforward.
1. Sign in to your PayPal account
Visit PayPal and sign in to the account you use for business payments.
Avoid creating invoices from links inside unexpected emails. Open PayPal directly in your browser and confirm that you are using the official website.
2. Open PayPal Invoicing
From your account dashboard:
- Select Pay & Get Paid.
- Click Create an Invoice.
The menu name may differ slightly depending on your country or account interface. You can also access invoicing through PayPal’s seller tools.
3. Add the customer’s information
Enter the customer’s email address. PayPal uses this address to send the invoice notification and payment link.
Double-check the spelling before continuing. Sending an invoice to the wrong address can delay payment and may expose transaction details to someone else.
You may also be able to add the customer’s name, billing address, language, or other contact information.
4. Add the products or services
Create a separate line item for each product, service, or billing period.
For example:
| Description | Quantity | Rate | Amount |
|---|---|---|---|
| Website design deposit | 1 | $500 | $500 |
| Monthly maintenance | 1 | $100 | $100 |
| Total | $600 |
Use specific descriptions instead of vague terms such as “work completed.” A description like “Website design deposit—homepage and five internal pages” gives the customer a clearer record of what they are paying for.
5. Set the invoice terms
Select the invoice date, payment deadline, and currency. You can also add:
- Tax
- Discount
- Shipping charges
- Purchase order number
- Notes to the customer
- Terms and conditions
- Files or supporting attachments
Choose a payment deadline that matches your agreement. Common options include payment due immediately, within 15 days, or within 30 days.
If partial payments are enabled for your account, PayPal allows you to accept multiple payments toward one invoice. The invoice remains Partially Paid until the complete balance is received.
6. Review the invoice
Before sending it, check:
- Customer email
- Currency
- Line-item calculations
- Tax and discount amounts
- Due date
- Payment terms
- Final balance
Currency errors can be particularly inconvenient for international clients because conversion charges or different payment expectations may apply.
7. Send the invoice
Click Send after confirming that everything is correct.
According to PayPal’s invoicing instructions, the customer will receive the invoice by email. You can also copy its shareable link and send it through email, text, or another messaging platform.
Do not send the same invoice through too many channels at once. One email plus a brief follow-up is usually easier for the customer to understand.
How to Send a PayPal Invoice From the Mobile App
PayPal also supports invoice creation through its mobile app:
- Open the PayPal app.
- Tap Request.
- Select Send an invoice to get paid.
- Enter the customer and invoice details.
- Add notes or attachments if necessary.
- Review the invoice.
- Tap Send.
PayPal also offers quick invoices for simpler payment requests. However, a complete itemized invoice is usually more suitable for project work, business expenses, and client recordkeeping.
How Does the Customer Pay a PayPal Invoice?
The customer receives an email containing a View and Pay Invoice button. They can review the invoice and choose one of the payment options available in their location.
PayPal says customers can generally pay directly from the invoice, and in many markets they do not need a PayPal account. Available methods may include PayPal balance, bank accounts, credit or debit cards, and other regional options.
After payment, PayPal updates the invoice status and sends confirmation. Verify the payment inside your account rather than relying only on an email or screenshot.
PayPal Invoice vs Money Request
A money request is a simple way to ask someone for a specific amount. An invoice provides a more detailed and professional billing record.
Use an invoice when you need:
- Itemized products or services
- Invoice numbers
- Payment deadlines
- Tax or shipping details
- Business branding
- Partial or recurring billing
- Better payment tracking
For client work, an invoice is generally more appropriate than a basic money request because it explains exactly why payment is due.
How Much Does PayPal Invoicing Cost?
PayPal does not generally charge a setup or monthly fee specifically for creating and sending invoices. However, the business is charged a commercial transaction fee when the customer pays online.
Fees depend on the country, currency, payment method, and whether the transaction is domestic or international. Review PayPal’s current invoicing and merchant-fee information before deciding which payment options to offer.
Avoid adding unexpected processing charges to a customer’s invoice without checking your agreement and local rules.
Common PayPal Invoice Mistakes to Avoid
Do not send an invoice without a clear due date or item description. Customers are more likely to question a payment request when they cannot identify the work.
You should also avoid:
- Using the wrong customer email
- Selecting the wrong currency
- Sending duplicate invoices
- Forgetting taxes or discounts
- Marking an invoice paid before confirmation
- Requesting business payments as personal transfers
- Clicking suspicious invoice links
PayPal warns that fraudulent invoices sometimes contain urgent messages, unfamiliar charges, suspicious links, or phone numbers asking for financial information. Customers should sign in through the official PayPal website or app to verify unexpected requests.
Send PayPal-Enabled Invoices With DoranPay
You do not have to create every invoice inside PayPal to let customers pay with PayPal. With DoranPay, you can create branded invoices, connect your PayPal payment details, email or share the invoice, and track payment activity from your invoicing dashboard.
This gives the customer a convenient PayPal payment option while keeping your clients, invoices, reminders, histories, and other supported payment methods organized in one system.
Whether you use PayPal Invoicing directly or connect PayPal to an invoicing platform, review every invoice before sending it and confirm payments through the official transaction record.
