PayPal Invoicing: Everything you need to know in 2018

Posted 4 months ago in Small Business Tips
by Megan Jensen

Sending your customers invoices is key to getting paid for the products and services that you provide. While we think ZipBooks has a fantastic invoicing system, we’re here to help you get info on all kinds of products, like PayPal invoices, so you can find exactly what you need.

PayPal is a well-known service for easily making payments and transferring money securely and electronically. But did you know you can also use them to create invoices to send to your customers?

Here are a few of PayPal’s best features when it comes to using them for invoicing. We’ll also give you an idea of how they compare to ZipBooks invoicing features.

Features of PayPal Invoicing

Customizable Invoices

Every business is different and so it’s nice when you’re able to customize your invoices to your needs. PayPal lets you add your logo and business info, choose which items you’d like to appear on your invoice, and add notes and terms. You can even specify what currency you’re using for each invoice.

ZipBooks lets you customize invoices with your business logo, colors, and preferences. Add taxes, discounts, tasks you perform for people, and items you sell. Specify a default currency for all invoices, but easily change it for each one if you need to. You can even add unbilled time and expenses that you may have recorded for each customer.

Create Invoice Templates

PayPal lets you create templates for your invoices, so you don’t have to create a new one each time you bill a customer. You can also save frequently-used line items, and contacts for easy entry. Attach files, like quotes or contracts, and even add a memo to yourself that the customer won’t see.

With ZipBooks you can easily duplicate any existing invoice for repeated use. Save line items and customer and vendor information for quick creation every time. Add notes and terms (and save them as your default), attach files, and make an invoice recurring so you can set it and forget it.

Invoice Reminders

Sometimes customers might simply forget that they owe you money. So, PayPal lets you send out invoice reminders to customers who have unpaid bills. You can even do it as a batch action to any unpaid invoices. Personalize your reminder and send a copy of the email to yourself too. 

Set up a ZipBooks payment reminder to automatically send out emails to customers who have open invoices a certain number of days overdue. You decide how many, how often, and what message to include with each reminder. Reminders will help your business keep running smoothly as your customers start taking less time to pay what they owe you. Who doesn’t love that?

Schedule Invoices

It’s nice to know that your invoicing program has got your back if you’re forgetful. With PayPal you can schedule your invoices to go out on a certain day so that if it slips your mind on that day, they’ll still get sent. If you’d like to bill your customers on a recurring schedule automatically, you will have to pay $10/month (in addition to any monthly fee if you’ve upgraded to PayPal Pro).

ZipBooks has a recurring billing system for those invoices that you send to certain customers regularly. Choose the start date, how often it recurs, whether to send invoices or receipts (or both), and what payment method to accept. You can even set it up to automatically include unbilled time and expenses related to each customer.

Partial Payments

PayPal lets you accept and record partial payments, since customers don’t always pay all at once. See the history of each invoice, complete with any payments received, at the top of the invoice screen. See the status of each invoice in your Manage Invoices screen, and filter your list to see only scheduled, paid, unpaid, or draft invoices.  If you have a PayPal Business Account, you can also monitor payments using the PayPal Business App.


ZipBooks payments will automatically record credit card payments you receive, and you can manually enter any partial payments you receive by cash or check. View the convenient invoice history to see any actions taken, like payments received, or reminders sent. From your invoice list, you’ll be able to see at a glance which invoices have been sent, which have been viewed by your customers, which have partial payments, and which have been paid in full. Sort your list to see only certain invoices, like those of a specific status, customer, or tag. 

Send Bulk Invoices

One of the best features that PayPal offers is the ability to send up to 1000 (of the same) invoices all at once! Talk about a time saver! If you’d like to enter email addresses manually without a CSV, you can send up to 100. If you don’t have an email address for a client, just enter a name, and you can print it out and deliver it in person! (Really! Some businesses still do that!)

Send Invoices Free

With PayPal you don’t have to pay anything to create and send your invoices. There are no setup fees and no monthly subscriptions. But you do pay when your customer pays you. It’s 2.9% + $0.30 per transaction. 

With a ZipBooks Starter plan you can send as many invoices as you need for free, and you only pay a fee for credit card payments. Specify which payment types are acceptable for each invoice, and pay nothing for cash or check payments that you receive and record.

Possible Disadvantages

Customer Service

One advantage of using PayPal for invoicing is the number of people worldwide who use it. This means that if you have a question, there’s bound to be someone out there with an answer for you, whether on the community forum, or using PayPal social media sites. And that’s a good thing, because PayPal is not known for stellar customer service.

Many reviews state that PayPal’s phone support is hit and miss, sometimes erring on the side of reps who seem to know nothing about the program at all. That’s bad news when you absolutely have to talk to someone at PayPal. But for common questions, and general application questions, you’re bound to find what you’re looking for after a little searching through their help or social media sites.

ZipBooks make is easy to get the help you need on all your billing and invoicing needs. Search our extensive knowledge base to find the answers to common questions. If you still need help, chat online with a friendly ZipBooks expert to get answers to all of your additional questions!

Account Consistency

While the convenience and wide range of integrations is such an advantage when it comes to PayPal’s payment systems, one of the common complaints is the tendency of business accounts to be frozen, even when rules and regulations are being followed. If there is any suspicious behavior, spike in sales volume, or even if you’re selling goods below cost, your account could be frozen or even terminated.

More commonly, they may simply ask for documentation, invoices, or bank statements to answer any questions they might have. While it can be frustrating, ultimately, this is all for the sake of security. 


We hope this has given you a little bit of a start on some of the features of PayPal invoices that could benefit you and how they compare to ZipBooks. To go into further detail, set up an account on both platforms and try them out! ZipBooks starter plan is completely free with no expiration date! We’d love to welcome you into the ZipBooks family if you find we’re the best fit.


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