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Invoice Guide for PayPal by onisuu Invoice Guide for PayPal by onisuu
reblog on tumblr

screenshots from www.paypal.com

Hello! Since I have received some questions about how to go about using invoices on paypal, I labelled some things from a screen cap of the pages to hopefully guide artists on how to create and send an invoice to their customers/commissioners.

I have a business account on paypal, so I apologize if some of the screenshots look different from what it looks like for a personal account. ^-^

*note* the paypal fee is actually about 4% but I rounded it up to 5% in this guide, because sometimes the fee is a little higher if the customer is outside of your own country so rounding up helps account for those situations. Basically, the take home message is -- increase your advertised prices instead of asking your customer to pay EXTRA on top of what was advertised. It's against the PayPal TOS to make buyers top up and pay the fees as a surcharge on top of a product's price.

reference>> From Section 8 of PayPal User Agreement
"For Purchase Payments, the recipient of the payment will always pay the Fee."

- The artist is the recipient of money from the customer, who is paying for the artist's services.


Also, you can choose to increase your commission prices to even numbers so they look neater and less random. (like $20 instead of $19.73)


Here's a guide to Buying Art with PayPal (paying for a service)
Buying art with PayPal by onisuu
Add a Comment:
 
:iconovsyanki:
Ovsyanki Featured By Owner Feb 24, 2019  Hobbyist Digital Artist
Question about the last item. Let's say I followed the instructions. How can I check that the tracking information has been saved and everything is OK? It's important. Thank you in advance!
Reply
:icononisuu:
onisuu Featured By Owner Feb 25, 2019
After you have finished the commission, click on the transaction details and you can choose to edit the tracking info. Then choose order processed and click save. When you look at tracking info again from the transaction details page, you can see it still shows order processed ^_^
Reply
:iconovsyanki:
Ovsyanki Featured By Owner Feb 26, 2019  Hobbyist Digital Artist
Oh, I did not notice it at first, now I see. I heard that if you do not fulfill the last point («order processed»), there will be some serious consequences. I was overly worried. Now I calmed down a bit, thank you for the help!
Reply
:iconlalagracia:
lalagracia Featured By Owner Feb 21, 2019
I wanted to ask as a buyer is it more safe  to ask the artist to send a invoice when commissioning them? for high money commission's
Reply
:icononisuu:
onisuu Featured By Owner Feb 25, 2019
I think it's best to use an invoice for any amount, since the invoice will 1) request the exact amount to send to the artist, 2)outline any terms of service from the artist prior to you paying for their services 3) the artist may allow you to do partial payments if it's an especially large amount to pay - a setting that is available for invoices
Reply
:iconkraykrayneko:
KrayKrayNeko Featured By Owner Jan 31, 2019  Hobbyist Digital Artist
Hello!~ I've been meaning to start commissions for a while but then I always get held back when I start thinking too deeply and question a lot of things.
Like, right now, my main question/concern is, how do you deal with international/(clients who live out of country) money on paypal,? Like literally, just tell me everything you know.

Some certain questions about it specifically is, if the client is international and commissions/pays us, what happens? If we're using invoice, is their money automatically converted? How is the paypal fee dealt with? What about paypal.me, I recall that you can set up the type of currency, like (USD)? //I dont really know how else to word the questions better, I apologize. I just get really overly-anxious and start questioning things. Just tell me everything you know
Reply
:icononisuu:
onisuu Featured By Owner Jan 31, 2019
Hi!

With an invoice, you can set the type of currency that you want to receive.
So if you use USD, just put USD as the currency. Any conversions will be done on the client's end, and you just receive the amount that you listed on the invoice (minus paypal fees)
The paypal fee will vary slightly depending which country the client is paying from, but generally, the amount that will be taken from the payment sent is about 4.5% - 4.9% (approx 5%)
So if someone paid a $1 invoice, you will receive $1 - (5% of $1) = $0.95

Sending an invoice to a client anywhere in the world is exactly the same process -- you just need their email so you can send it to them.

You can start doing commissions that are smaller to test the waters first :D
Reply
:iconkraykrayneko:
KrayKrayNeko Featured By Owner Jan 31, 2019  Hobbyist Digital Artist
Thank you, your explanation helped me a lot and yes, I will do small ones to see how things turn out ^^
Also, what if we want to refund a client? 
Reply
:icononisuu:
onisuu Featured By Owner Feb 1, 2019
You can issue refunds from paid invoices ^_^
Reply
:iconkraykrayneko:
KrayKrayNeko Featured By Owner Feb 2, 2019  Hobbyist Digital Artist
Thank You again! Hug 
Reply
:iconemia1905:
emia1905 Featured By Owner Jan 27, 2019  Student Digital Artist
Thank you alot! I got a question, will this invoice protect us from scammers? Like some buyers did receive our art, but they claim that they didn't and ask paypal to refund the money, will paypal refund them or not?
Reply
:iconiceyskiez:
IceySkiez Featured By Owner Jan 26, 2019  Student General Artist
Hi ^^ I put together a journal about all the charge backs scammers I've been hearing about recently, and was wondering if the "Order Processed/Service Rendered" really protects against these from going through since digital goods aren't protected by PayPal
Reply
:icononisuu:
onisuu Featured By Owner Jan 26, 2019
hi, I can't say for sure that just marking the invoice as "order processed/service rendered" protects against chargebacks, but it's good form to have your transactions properly marked as processed as soon as you finish them.

In the case of a chargeback, you will need evidence to back your counterclaim.
You should be able to provide screenshots of the transaction agreement between you and the client in case a chargeback does happen.

You should be able to show that the client provided their paypal email to you for the purpose of receiving the invoice,

the invoice should have a Terms of Conditions written out outlining that the payment is for a digital art work that is custom made according to their order and no physical item will be shipped to the client,

and when the client pays for the invoice, your TOS should say they are agreeing to your terms and conditions

The Terms should also outline your Refund policies and how they will be handled.


If a charge back happens, I think paypal will process that first (so you lose the money) and then you have to contact PayPal to counterclaim.
Reply
:iconiceyskiez:
IceySkiez Featured By Owner Jan 26, 2019  Student General Artist
Thank you very much! I will be certain to keep all of this in mind ^^ 
Reply
:iconxxxclevernamexxx:
xXxClevernamexXx Featured By Owner Jan 23, 2019  Hobbyist General Artist
ahh i hope this is still accurate! im starting my commissions again and i really wanted to know how the tracking stuff effects me

thank you!
Reply
:icononisuu:
onisuu Featured By Owner Jan 23, 2019
ok nice!! ^^ It's current to the layout you'll see! :D
Reply
:iconthegreatsix:
thegreatsix Featured By Owner Jan 20, 2019  Hobbyist Digital Artist
Thank you so much for this!  I'm literally using it to make an invoice right now. ^_^;;;
Reply
:icondianadelsol:
dianadelsol Featured By Owner Jan 17, 2019  Hobbyist Digital Artist
This is my first time doing a digital art commision. If its digital art do you send it as an attatch file in the invoice? Or you send it through email?
Reply
:icononisuu:
onisuu Featured By Owner Jan 18, 2019
hi! generally, you could send the art the same way that the commissioner contacted you for the art. Email is always a great option :D
The invoice is only for the payment, not for sending art work ^_^
Reply
:iconmoon-gu:
moon-gu Featured By Owner Jan 5, 2019   Digital Artist
Hello! I'm having the same problem with the comment below
I remember the add tracking info was there but it suddenly disappeared?
Does it still appear on yours?
Reply
:icononisuu:
onisuu Featured By Owner Jan 5, 2019
hi moon! i'll try taking a new commission and see if the option is still there. I'll get back to you asap ^_^
On my older transactions, it still shows tracking info, but I'm gonna see how a new transaction looks :3
Reply
:iconmoon-gu:
moon-gu Featured By Owner Jan 5, 2019   Digital Artist
Same on my older transactions I used to have that but the newer ones are just gone...
and I think I found it ;;A;;
after a bit of panicking and frustration over why paypal has to do this updates @>@

Edit Tracking Info by moon-gu

> I couldn't get a screenshot of what's the next page but it has a "Add Tracking Info" near the name of the buyer.
Reply
:icononisuu:
onisuu Featured By Owner Jan 5, 2019
Aw gosh they just change stuff all the time @_@ 
Ah good I'm glad you could find it again after clicking those links! I'll try it on my next transaction ^^
Reply
:iconnekoshei:
Nekoshei Featured By Owner Jan 2, 2019  Hobbyist Digital Artist
Hello! I have a question QwQ
I can't seem to find the add tracking info in the transaction details;;;
Untitled by Nekoshei
Reply
:iconkopiisketch:
KopiiSketch Featured By Owner Jan 3, 2019  Student Digital Artist
Hiya if you go down to edit tracking info it should prompt you the page of the order information go down to the bottom of the page and it should say edit tracking info once more this will prompt the order to change to shipping and order processed once you select and enable the tracking not needed you'll be all set
Reply
:icononisuu:
onisuu Featured By Owner Jan 2, 2019
hi! has the client paid for the invoice yet?
Reply
:iconnekoshei:
Nekoshei Featured By Owner Jan 2, 2019  Hobbyist Digital Artist
Yes qwq
Reply
:icononisuu:
onisuu Featured By Owner Jan 2, 2019
Ah so strange, I tried looking for a way to view the invoice details with the old classic PayPal layout but there are no links for that now *_* 
Well, as long as you've sent the art to your client then you'll be okay (you can provide a screenshot/link to the finished art in case there is a chargeback issue /which is very unlikely ^_^ ) hopefully for the next transaction it'll show the tracking info link *0* ))
Reply
:iconnekoshei:
Nekoshei Featured By Owner Jan 3, 2019  Hobbyist Digital Artist
Thank you!!
Reply
:iconnatsumi-nyan:
Natsumi-Nyan Featured By Owner Dec 26, 2018  Student Digital Artist
Hi again
I was wondering how do you find the tracking information.ige sent an invoice but it's only showing me "issue refund, view details and print shipping label"

How long do I have untill PayPal does something? ;__;
Reply
:icononisuu:
onisuu Featured By Owner Dec 28, 2018
go to your summary page, then click on the transaction that says "payment from (name of client)"

next page that opens, you click 'add tracking info' under the client's name/address

opens the next page...then choose order status 'order processed' and click Submit

I believe you need to wait til the client has paid the invoice before you can do these steps.
Reply
:iconnatsumi-nyan:
Natsumi-Nyan Featured By Owner Dec 31, 2018  Student Digital Artist
Oh thank you so much!
I found it, you are a life saver!
I thank you wholeheartedly ;c;
Reply
:icononisuu:
onisuu Featured By Owner Jan 2, 2019
you're welcome !^^
Reply
:iconkoriarredondo:
KoriArredondo Featured By Owner Dec 11, 2018  Student General Artist
I have been using receipts for several years, but I had never checked the box inside add tracking information (I did not even know it was there) Is there something wrong with that? Or does something bad happen if I start to mark it now?
Reply
:icononisuu:
onisuu Featured By Owner Dec 11, 2018
it should be fine since you haven't ticked it for years
no harm in starting now~ it just cleanly finishes the transaction and gives the client an email when you've finished their order
Reply
:iconkoriarredondo:
KoriArredondo Featured By Owner Dec 12, 2018  Student General Artist
ahh I see ;A;u guess I will start cheking that box now

thank you a lot for taking the time to reply <3
Reply
:iconmiranim:
Miranim Featured By Owner Dec 7, 2018  Hobbyist Digital Artist
what to do when payment is pending?
Reply
:icononisuu:
onisuu Featured By Owner Dec 11, 2018
if it's pending, it usually means your account is new, and there is a holding period of ~21 days from paypal before the money is successfully transferred. You just need to wait it out.
Reply
:iconmiranim:
Miranim Featured By Owner Dec 12, 2018  Hobbyist Digital Artist
Got it
Thank you so much ♡
Reply
:iconnatsumi-nyan:
Natsumi-Nyan Featured By Owner Nov 25, 2018  Student Digital Artist
Hi!
i haven't stared anything yet but I was wondering if the situation arises that my account gets
frozen or taken down by paypal can I use the same email, ID and card number to open another one?
Reply
:icononisuu:
onisuu Featured By Owner Nov 25, 2018
hi! i am not entirely sure, but it seems like your email and bank can be tied to just one account. Since paypal goes through a verification process when you sign either of those up for an account. This is something you'd have to ask a paypal representative ^_^
Reply
:iconnatsumi-nyan:
Natsumi-Nyan Featured By Owner Dec 1, 2018  Student Digital Artist
Oh ok, I'll do that^^
thank you so much for responding!
Reply
:iconaadira:
Aadira Featured By Owner Nov 24, 2018  Hobbyist Digital Artist
Hi! I'm about to do my first comission and I'm at a loss...Should I send the invoice before doing the comission? Or after the client as told me the art is a-okay and it's finished? Also...this has been the most helpfull thing in the world!!!!
Reply
:icononisuu:
onisuu Featured By Owner Nov 25, 2018
Hi! It's best to send the invoice before doing the art! That way your customer can see what amount they will be paying and also your terms of service (if you decide to write one for the invoice - refund policy, specification that they are paying for custom digital art work, anything else you want them to know/agree to)

For me, I ask my customers to pay the amount in full before I start on their artwork. You can do full payment up front, or ask for 1/2 first and then the other 1/2 after they get the art, or ask them to pay the full amount after receiving the art (make sure to send them a watermarked version if they have not sent you the full amount yet!!) 

Watermark is a large signature or logo that goes over a big portion of the drawing so the customer will need to finish paying you before you send them the clean version of the art :)
Reply
:iconaadira:
Aadira Featured By Owner Nov 30, 2018  Hobbyist Digital Artist
Thank you! This was my first comission so I only accepted full payment after (knowing full well that it was a dumb risk I was putting myself) I did only send watermarked and Low Res imagery! 

I'm still need to refine the way I do comissions, but you tutorial and this reply has helped me tons!! 

Thank you, really!!!
Reply
:iconaliyaria:
Aliyaria Featured By Owner Nov 22, 2018  Student Digital Artist
Hello, I'm just starting out using a PayPal, and I'm sorry if it's a silly question, but as said above, the commissioned one receives a fee if the buyer doesn't pay for it, does that mean it takes money out of the sent money, or should I have money already on the account to pay the fee? ^^ I'm sorry if I'm confusing, I'm new to PayPal.
Reply
:icononisuu:
onisuu Featured By Owner Nov 22, 2018
The commissioned person pays the fee automatically from the amount their customer sends. 

Ex. I send an invoice for $25 CAD to my customer. She pays $25 from her PayPal account. I will receive $25.00 and PayPal takes $1.25 and I get the remaining $23.75 :D
In this case, my displayed commission price is $25.

However, if I actually wanted to be paid $25 (after the fee is removed), then I would multiply $25 × 1.05 = $26.25. And I would list the price in my commission info that the art will cost $26.25 (display prices as the customer should expect to pay)
Reply
:iconaliyaria:
Aliyaria Featured By Owner Nov 22, 2018  Student Digital Artist
Thank you very much for explaining it to me! ^^ Just one last question, I got my first client and money sent to me, but it says it'll be on hold. People say it's normal for a new seller, so is it normal? :o
Reply
:icononisuu:
onisuu Featured By Owner Nov 22, 2018
oh yes, if your account is new, I think paypal holds the money for 21 days ^^ This will happen until you receive a certain number of transactions with no issues (no chargebacks) or until your account is past a certain age (maybe 3 months? I'm not entirely sure) But keep trying to get those commissions going and your account will have a good rep with paypal and they will remove the 'hold' on future transactions :3
Reply
:iconaliyaria:
Aliyaria Featured By Owner Nov 22, 2018  Student Digital Artist
Okay, thank you! :) People said it was normal, but I just wanted to make sure. I'm glad it didn't mean I did anything wrong. ^^
Reply
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