How to Send an Invoice on eBay in 6 Steps (with Photos)

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How to Send an Invoice on eBay in 6 Steps (with Photos)

In this fast-paced world, people like to shop from e-commerce platforms with an easy payment process. If an online payment doesn’t complete in a few finger taps, what’s the point of shopping online?

Let’s take the example of eBay, which allows customers to win an auction or directly buy an item through a quick payment process. As soon as the buyer pays for the product, the seller ships the order and sends an invoice on eBay.

But as easy as it may sound, receiving the payment can be stressful for eBay sellers. Since the platform doesn’t oblige customers to pay when purchasing, the seller has to wait for the buyer to initiate the transaction. Sometimes, it takes days! 

Sellers can send an invoice on eBay to the customer whose payments are clear. But did you know you can also send invoice reminders to those who forget to pay for their secured orders? Yes, eBay allows that!

Let’s learn how to send an invoice on eBay in 6 easy steps in this guide. 

When Should You Send an Invoice on eBay?

The easiest way for customers to pay on eBay is from the checkout page. While some choose to pay immediately, others who win auctions can take a few days to send the amount to the seller. So, what should a seller do to remind customers about their unpaid orders? Send them an invoice reminder!

You can send an invoice to buyers whether they’ve paid for an order or not. Here is when sending an invoice on eBay is helpful:

  • A customer has purchased multiple products from your store, so you want to send them together in combined shipping. 
  • You want to remind the buyer about their unpaid auction amount.
  • You want to change a buyer’s transaction information, including the payment method or shipping fee. 

eBay requires sellers to send an invoice within 30 days after the customer wins an auction or accepts your price. After this period, you won’t be able to send the invoice. In fact, the Send Invoice button will disappear for that item on its own. 

How to Send an Invoice on eBay: Step-by-Step Guide

eBay allows sellers to not only send invoices to buyers but also change the details written on the document. If a customer requests to change their payment method, you can update it when sending them the invoice.

Here is how to do it!

Step 1: Log in with Your eBay Account

Open eBay on your device and enter your credentials to log in to your account. 

How to Send an Invoice on eBay in 6 Steps (with Photos)
Log into eBay.

Step 2: Open My eBay

On the homepage, take the cursor to the top menu and click My eBay.

How to Send an Invoice on eBay in 6 Steps (with Photos)
Click on My eBay.

Step 3: Tap Selling

Now, look at the menu on the left side of your screen and select Selling.

How to Send an Invoice on eBay in 6 Steps (with Photos)
Click on Selling.

Step 4: Choose Sold

Click on Sold from the options underneath Selling.

How to Send an Invoice on eBay in 6 Steps (with Photos)
Hit Sold.

Step 5: Pick the Item(s)

Find the customer’s order you want to send an invoice for. Once you find it, check the box next to the item to select it. You can also choose multiple items for combined shipping. 

How to Send an Invoice on eBay in 6 Steps (with Photos)
Check the items you want to send an invoice for.

Step 6: Send the Invoice

Next, navigate to the Actions bar and select Send Invoice. On the next screen, you can add a message or note for the buyer or make any changes in the payment method or shipping charges. 

Once done, preview the invoice one last time and then choose Send Invoice again to complete the process.

That’s how you can send an invoice on eBay to any customer you want!

How to Send an Invoice on eBay in 6 Steps (with Photos)
Finally, send the invoice!

Steps to Send an Invoice on eBay for Combined Shipping

Combined shipping is an excellent feature on eBay that helps buyers and sellers save significant shipping costs. When someone purchases multiple items from an eBay business, they don’t have to pay the shipping charges for every item separately. Instead, they can request the seller to combine all products into one delivery box. 

Many eBay sellers offer combined shipping on their own. It saves them time and allows them to attract customers through “shipping discounts.” Of course, you will have to send invoices for combined orders too.

Here is how you can send an invoice on eBay for these orders:

  1. First, open the Shipping Preferences page in your eBay account and ensure the feature is enabled. Click the Edit button next to Allow combined payments and shipping.
  2. Check the Allow buyers to send one combined payment for all items purchased box and select the duration you’d need to combine payments for the products. Choose Save when done.
  3. Now, open the Seller Hub and tap Orders. You can also navigate to the My eBay option on the top menu and select Summary > Selling > Sold.
  4. Choose the Send Invoice option next to the items you want to send an invoice on eBay. 
  5. The next page will display all the products in that buyer’s order. Enter the shipping fee, type in any message (special instructions related to the product, return, etc.), and choose the payment method. 
  6. Check the Email me a copy of the invoice box for proof. 
  7. Preview the invoice before clicking the Send Invoice to double-check the details. Finally, send the invoice. 

Note: If a buyer has already requested an invoice, click the Action Needed link in the eBay message to send the document.

How to Send an Invoice Reminder to a Customer: Steps to Follow

eBay payment reminders are all about providing convenience to the sellers. Many buyers intentionally or unintentionally take longer than expected to pay for an auction they won. Luckily, most only need a reminder to initiate the transaction. 

While eBay reminds them after 4 days of purchase, you can also send them invoice reminders in the next 30 days.

Here is how to send an invoice on eBay:

  1. Navigate to My eBay and click Summary from the drop-down menu. 
  2. Then, tap Selling on the menu on the left and select Sold.
  3. Choose More Actions and click Send Invoice to deliver the reminder to the buyer.

But how would a customer know they’ve received an invoice reminder? To check that, they have two options. First, navigate My eBay > Summary > Purchase History > Unpaid Invoices. Second, open the item’s page and click View Order Details to check any revised invoices.

Should You Cancel an Unpaid Order on eBay?

Canceling an unpaid order on eBay can be tricky, especially if you’re a new seller. You should only cancel those orders the buyer hasn’t paid for after 4 working days from the time of order placement. You can also wait up to 30 days for the payment. Don’t forget to send them an invoice reminder within 30 days of order placement. 

If you don’t receive the payment even after that, you’re free to cancel the order and make an offer to the second-highest bidder of the auction.

Here is how you can cancel an unpaid order on eBay:

  1. Click the Cancel an Order button on the eBay Customer Service page here. Open the drop-down menu and choose Buyer hasn’t paid as the reason for this action. 
  2. eBay will instantly notify the buyer, and your product listing will be automatically updated on your account.
  3. If the buyer has already paid for the order, they will instantly get the refund. However, it’s better not to cancel paid orders as it can negatively impact your seller performance level.

Buyers can also request sellers to cancel the order. In that case, you will receive a message on eBay asking you to take action in 3 days. If you don’t respond to this request, eBay cancels the buyer’s demand. 

If the customer already paid the invoice on eBay for that order, it will be your responsibility to complete it. But if it’s an unpaid order, eBay will cancel it automatically. Sellers can also set automatic cancellations for all orders that remain unpaid for more than 4 days. 

Setting Up Automatic Order Cancellation on eBay

By enabling the automatic cancellation feature, you can quickly eliminate unpaid orders and better evaluate your selling performance. If a customer doesn’t pay within the first 4 days of order placement or after receiving an invoice on eBay, their order will be instantly canceled. Not only that, but their reviews will also be removed from the product’s page. 

Follow the below steps to set up automatic cancellation for unpaid orders:

  1. Log in to your account and tap My eBay from the top menu. 
  2. Then, open the Seller Account and select Selling Preferences.
  3. Choose Edit beside Preferences for items awaiting payment.
  4. Next, toggle on Automatically cancel unpaid items.
  5. You can also enable the Automatically relist canceled items toggle.
  6. eBay allows you to customize this setting by automatically entering the names of customers whose orders you don’t want to cancel. These are more likely to be your returning or loyal customers.
  7. Finally, click Save to complete the process. 

At this step, you can block a buyer who has previously canceled their orders from viewing your future product listings.

When Do You Send a Packing Slip Instead of an Invoice on eBay?

You won’t be able to send invoices to customers if they have completed the order checkout procedure. In that case, you must send Packing Slips or Order Receipts to these eBay buyers from the Seller Hub page.

Follow the below steps to do it:

  1. First, open the Seller Hub and reach the Order page.
  2. Then, navigate to Actions and select the drop-down menu next to the item.
  3. Click on Print packing slip and more.
  4. On the next screen, select the box next to Order receipt or Packing slip to send proof of purchase to the buyer. 

Wrapping Up

On eBay, sellers should send an invoice to the buyers to keep a transaction record. They can also send invoice reminders to customers who don’t pay their auction within 4 calendar days. As a seller, you can also cancel those orders that aren’t paid for up to 30 days. 

eBay sellers can also cancel paid orders, but it will negatively affect their profiles. In such cases, the customer receives the refund immediately. You can also send an invoice to customers in combined shipping to save time and money for both parties.

Frequently Asked Questions

Can you send a customer an invoice on eBay?

Sellers can send an invoice on eBay to the customers after they buy an item from their store. The document reminds them of any pending payments and serves as proof of the order placement and fulfillment.

How can a seller send or revise an invoice on eBay?

Sellers can send or revise an eBay invoice from the Seller Hub or My eBay.

In the Seller Hub, click Orders > Actions > Send Invoice > Enter the information > Send Invoice.

Alternatively, click on My eBay from the top menu > Selling > Sold > Select the item > Send Invoice.

How do I send an invoice for multiple items on eBay?

You can send one invoice to the buyer who purchases multiple items from your eBay store. This is called combined shipping.

To do that, open the Seller Hub on your eBay account and navigate Orders. Find that customer’s order and check the boxes next to all the combined items you want to ship. Select Send Invoice, enter the buyer’s info, and click the Send Invoice button again.

How does a buyer request an invoice on eBay?

eBay allows buyers to request invoices from sellers. They must open My eBay > Purchase History > More Actions > Request Total. Then, type a message for the seller and click Continue to deliver the invoice request.

How do I print an invoice on eBay?

You can print your eBay invoice from the Account menu. Open the Invoices section, select the invoice, and view or print the invoice.

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