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Paypal invoice example for organizations

hi Shan I'll hear from tips and tricks' HKIA and in this video tutorial look at how an invoice can be created in one's PayPal account and then sent to a customer the invoice is virtual and is automatically sent to the desired customer via email where they can then pay the merchant using their credit or debit card or PayPal funds PayPal invoices are entirely free to create and send and the only fee you'll pay is the general PayPal transaction fee and the customer makes a payment there are a number of different invoice templates or you can also create a customized invoice for your customer when a merchant completes an invoice and sends it off to their customer the customer will receive two notifications one notification in their email that'll let them know that they've got an invoice that needs pain and one in their PayPal account so you can click on that link from the email or from their PayPal account and then make a payment to complete that invoice if you're a merchant and you'd like to go ahead and create your very first invoice for one of your customers follow along and I'll show you exactly how to do so so you'll first need to go ahead and log in to your PayPal account once you've logged in to your PayPal account click on tools and then on invoicing it'll bring you to this page here if you've never created an invoice before you might get a notification saying that you have not yet created any invoices although in any circumstance you can always click the Create invoice button to create your very first invoice if you've already created an invoice you'll see them under the manage invoice section so I just like to show you if you have created an invoice and it has been unpaid you can go ahead and remind the customer and they need to make the payment so you can send it to their email you can choose to send yourself a copy of the reminder and you can personalize the reminder clicking out of that and I click the down button you can also edit copy record payment print PDF share link or cancel so there's a number of things you can do if you've created an invoice to ensure that it is paid so now I'd like to show you how you can we create your very first invoice so I'll go up to the create section and you can either click create invoice or you can click this large create invoice button on the right hand side so if I click on that create invoice button it takes me to the create invoice page so there's basically a number of fields here that you can fill out to create your very first invoice in terms of templates you can choose a template the best fits your invoice so for example if you're a building company you might pick the hours template as this will give you the option to have hours and a rate and then I'll add up a tally of your hours and rate if you're invoicing a customer for an amount only you can pick the amount only or a quantity pick the quantity template so in this example I'll choose hours as I'll be demonstrating how a construction company could invoice to their customers electronically via PayPal so I've gone ahead and I've just added a little logo just an example one from Google Images there I've chosen my template hours frequency this will just be a once only invoice although if you wish to send the invoice weekly monthly yearly quarterly or a custom time you can choose them from the drop down menu you can choose the invoice date so I'll just be leaving it as today's date and you can choose when it's due so do in 10 days I don't want to be waiting for the payment so I like to really push that along then you'll need to choose who you'd like to bill it to so this is important that you put the correct paypal email address of your customer if you have forgotten their email address and you've sent money to them previously you can actually go up to settings and take a look at your address book so that will list everyone you've basically sent money to before or someone who sent you money so you can copy their paypal email address straight from there so I know my customers email which is great I can just add that straight in and it might even pop up halfway through entering it if PayPal recognizes that email so I've added that in there and if you'd like the invoice to be copied to any other emails you can place them in this field right here or you can also build multiple customers so that's a great little feature there too if you've got a number of people that you need to build the same invoice to just make sure if you do that you invoice is generic so I'll just be sending it to one customer who owes money for some construction on their property so scrolling down that under this description you can put building so building a fence front-of-house hours will do took them 15 hours to build they charge $30 an hour so basically this customer owes four hundred and fifty dollars for the building of the fence at the front of their house so update the item saved I can add another item if they need to be charged for something else so they've had some bricks laid at the front of their house as well that took the workers ten hours and they charge $35 an hour so I've placed that in there so basically we've got one cost of 450 and one cost of 350 if I save that item there everything will be totaled at the bottom so the customer owes $800 you may have had an agreement with the customer to give them 10% discount off the subtotal and you can basically just add that in there and it will be subtracted from the total so total now is 720 dollars and that we set with the invoice and they'll be told that they'll need to pay this invoice within 10 days so scrolling up so you can see everything that we've completed you can customize all of these details you can add tax item discount date in the subtotal you can add shipping customer map so there's a multiple custom options that you can add so I'll go ahead and add tax just so you can see how that works so you might like to add tax here add new tax so checks name go in the rate say it's just 5% so we'll save that and that'll add the tax today if I want to add text to both items government tax 5% so it remembers the one I've entered in an update and now that tax has been added so 36 dollars there in tax so that'll add it back on to that total amount you can allow your customer to make a partial payment although in this circumstance I'd like to them to pay in full so I won't be ticking this box and you can allow our customer to add a tip why not allow your customer to add a tip so I check that you can add extra notes to the recipient so for your customer saying say thank you as a pleasure doing business I've just added that note to the recipient and you can add some terms and conditions if you wish there also you can attach files here so you might want to add another receipt or you might have something to give the customer or a voucher for next time if they make the payment you can attach that file there so basically that's the end of this you can add a memo to yourself so this is something that you can just add to yourself saying this customer needs to pay by this date or whatnot your recipient won't see this so it's basically just a note for you as a merchant so I won't really add one there but I'll just go over and I'll check everything I'll preview my invoice so I know that they need to pay seven hundred and fifty six dollars and we'll see they do so by the 11th of August so once once I send this off as I mentioned earlier that customer will receive a notification in their PayPal account as well as their email account so then they can choose to click on one of them and pay the invoice if they wish to and at the top here I'd like to either send PHY PayPal or share link myself so the difference between this is sent via PayPal PayPal will send that straight away to their email and their PayPal account but if I choose to share the link myself it'll give me a link to this invoice that I can then send to my custom up myself so if I share the link myself PayPal won't do anything further here they'll just wait for me to share that link so this works great if you want to share the link say via Facebook Messenger or some sort of social media outlet but in this circumstance I'll go send via PayPal so that all the hard work is done for me so if I click that button there my invoice will be sent so I'm notified here that my second invoice has been sent and I can check on this status so I can see that the first one that customer has viewed but the second one has just been sent they haven't yet so they're Buda and unpaid and maybe a good idea to send them a reminder in a couple of days maybe they're just waiting on some funds to come through themselves and then they'll send it to you so it's good idea to just manage your invoices just keep an eye on who's paid and who hasn't when an invoice has been paid that status will be updated say paid so that's basically the invoice feature of paper it's a nifty little feature that can help you gain funds sooner and quicker rather than having to do hard paper invoices to your customer you can just do a virtual invoice so you may now be wondering what the difference between requesting money and sending an invoice is so when you request money from someone it will actually just request that amount and you can't add a lot of details whereas an invoice it allows you to add multiple details and multiple charges so I'll basically just show you if you go here you can even do it from this section here you can request money and if I'd like to request again from that same person go next I can request $20 just the Australian dollars I can just write a note just request that money and I can go request now so that's basically the request which is actually quite different from an invoice and I find that the invoice is a lot more formal if you're needing to request money from a customer whose needs to pay a large sum of money for example again with the construction and building industry they like to invoice their customers after the job has been done usually so that's a great great way to do it through PayPal so that basically it sums up this tutorial on how you can create and send an invoice to your customers if you have any further questions or queries feel free to comment them below and we'll try and get back to you