Free Invoice Template
PayPal Invoice Template
Create a professional PayPal invoice and PDF in seconds
An invoice template optimized for businesses that accept PayPal payments. Includes clear PayPal payment instructions, generates a professional PDF, and takes under 2 minutes to complete.
How it works
- 1Add your business details
- 2Add your client details
- 3Add your line items
- 4Add PayPal payment instructions
- 5Download and send
How it works
How to create a paypal invoice template
Customize this template in five steps. Takes under two minutes.
- 1
Add your business details
Enter your name or business name, address, and contact information. Include your PayPal email address in the notes section so clients know exactly where to send payment.
- 2
Add your client details
Enter the client name and address in the Bill To section.
- 3
Add your line items
List your products or services with quantities and prices. The total will auto-calculate.
- 4
Add PayPal payment instructions
In the notes field, include your PayPal email and any instructions: 'Please send payment via PayPal to yourname@email.com. Select Friends & Family to avoid fees, or Goods & Services for buyer protection.'
- 5
Download and send
Download the PDF invoice and email it to your client. For freelancers, attach this PDF invoice alongside any PayPal invoice you send natively through PayPal.
Invoice essentials
What to include on a paypal invoice template
PayPal Invoice Templates need more detail than standard service invoices. Here's what to include so you get paid without back-and-forth.
Your PayPal email address
Include your PayPal email in the notes section. Make it prominent so clients can find it without reading through the whole invoice.
PayPal Friends & Family vs Goods & Services
Note which PayPal payment type to use. Friends & Family has no fee but offers no buyer protection. Goods & Services includes PayPal's buyer protection and is better for business transactions.
Currency
PayPal supports multiple currencies. Make sure the currency on your invoice matches what you have selected in PayPal to avoid conversion surprises.
Invoice number for payment reference
Ask clients to include the invoice number in the PayPal payment note: 'Please include invoice number [INV-001] in the payment note.' This helps you match payments to invoices.
PayPal fee note
If you are passing PayPal transaction fees to the client (common for Goods & Services payments), note this clearly on the invoice.
Reference
Common paypal invoice template line items
Use these as a starting point. Edit descriptions and rates to match your actual scope and pricing.
| Type | Description | Typical billing method |
|---|---|---|
| Service | Freelance / creative services | Fixed or per hour |
| Service | Consulting or coaching | Per session or per hour |
| Digital product | Digital download or template | Per item |
| Digital product | Online course or membership | Per item or per month |
| Physical product | Merchandise or handmade goods | Per unit |
| Shipping | Shipping and handling | Fixed or actual |
| Fee | PayPal transaction fee (if passing on) | % of total |
Payment terms
Standard payment terms for paypal invoice templates
Payment terms vary by industry. Here's what's standard and what to specify on your invoices.
Due within 7 days
For PayPal invoices, Net 7 is standard — PayPal payments are instant once sent, so there is no reason for clients to take longer than a week to pay.
Friends & Family vs Goods & Services
Friends & Family: no PayPal fees, no buyer protection. Goods & Services: ~2.9% + fixed fee, buyer protection included. For business transactions, Goods & Services is the correct choice.
PayPal fees
Decide upfront whether you absorb PayPal fees or pass them to the client. If passing them on, add a line item for 'PayPal transaction fee (2.9% + $0.30)' and note this in your payment terms.
Currency and conversion
Send the invoice in the currency your PayPal account is set to receive. Currency conversion by PayPal can be unfavorable — agree on the invoicing currency with your client upfront.
FAQ
PayPal Invoice Template FAQ
- Is this PayPal invoice template free?
- Yes — completely free, no account needed. Download as many PayPal invoices as you need.
- What is the difference between a PayPal invoice and a PDF invoice?
- A PayPal invoice is sent through PayPal's system and includes a built-in 'Pay Now' button. A PDF invoice (like this one) is a professional document you generate and email separately. Many businesses send both: the PDF as a formal record and the PayPal invoice as the payment request.
- Should I use Friends & Family or Goods & Services for business payments?
- Goods & Services for all business transactions. It includes PayPal's seller and buyer protection, is the correct payment type for commercial transactions, and creates a proper payment record. Friends & Family is designed for personal transfers only.
- How do I avoid PayPal fees on invoices?
- You can't avoid the fee when using Goods & Services — but you can pass it to the client by adding a line item for the PayPal fee. Alternatively, offer bank transfer as an alternative payment method with no fee.
- Can I send a PayPal invoice for international clients?
- Yes. PayPal supports 200+ countries and 25 currencies. Set the currency on your invoice to match your PayPal account currency to avoid automatic conversion.
- How do I match a PayPal payment to an invoice?
- Ask clients to include the invoice number in the PayPal payment note. You can also match by amount and date in your PayPal transaction history.
More free invoice templates
Want to start from scratch? Use the free invoice generator →