How to Send an Invoice on eBay: A Seller’s Comprehensive Guide

Sending an invoice on eBay is a critical part of ensuring you get paid promptly and professionally for your sales. It’s a straightforward process, yet understanding the nuances can significantly impact your seller reputation and cash flow. Here’s a step-by-step guide to sending invoices on eBay, followed by a detailed FAQ section to address all your burning questions.

The Direct Answer: Sending an Invoice on eBay

You can send an invoice on eBay in a few different ways, all accessible through your Seller Hub or My eBay pages. The method depends on whether the buyer has already committed to purchase (won an auction or used Buy It Now) or if you need to send a combined invoice for multiple purchases.

Here’s the most common method:

1. Navigate to Seller Hub: Go to your Seller Hub. You can usually find this by clicking on “My eBay” and then locating the “Seller Hub” link.
2. Find the Order: In the Seller Hub, go to “Orders” or “Awaiting Payment”. You’ll see a list of items that have been sold but haven’t yet been paid for.
3. Select the Item: Locate the specific item you need to invoice.
4. Send Invoice: You should see a button labeled “Send Invoice” next to the unpaid item. Click this button.
5. Review and Adjust: This will take you to an invoice preview. Here, you can:
   • Verify the Buyer’s Address: Ensure the shipping address is correct.
   • Adjust Shipping Costs (if necessary): If the automatically calculated shipping is incorrect, you can manually adjust it here. This is crucial for combined shipping discounts.
   • Add a Message: You can include a personalized message to the buyer. This is a good opportunity to thank them for their purchase or provide additional details about the item.
6. Send the Invoice: Once you are satisfied with the information, click the “Send Invoice” button. eBay will then send the invoice to the buyer’s registered email address and also display it in their eBay account.

It’s that simple! Remember to send the invoice as soon as possible after the sale to expedite payment.

Frequently Asked Questions (FAQs)

Here are 12 frequently asked questions about sending invoices on eBay, designed to provide comprehensive answers and insights.

How do I send a combined invoice for multiple items?

If a buyer purchases multiple items from you, sending a combined invoice can save them money on shipping and streamline the payment process. Here’s how:

1. Awaiting Payment: Go to your Seller Hub and navigate to the “Awaiting Payment” section.
2. Select Items: Check the boxes next to each item purchased by the same buyer that you want to include in the combined invoice.
3. Request Total: Above the list of items, you should see an option like “Send combined invoice” or “Request Total”. Click this.
4. Review and Adjust: As with a single item invoice, you can adjust the shipping costs to reflect the combined shipping discount.
5. Send Invoice: Click “Send Invoice” to send the combined invoice to the buyer.

What if the buyer’s shipping address is incorrect?

If the buyer informs you that the shipping address in the order details is incorrect, do not ship to the incorrect address. You’ll need to:

1. Ask the buyer to update the address: Instruct the buyer to update their shipping address in their eBay account.
2. Cancel the transaction: Once the buyer has updated their address, cancel the original transaction citing “Problem with buyer’s address.”
3. Relist the Item: Relist the item or send a Second Chance Offer to the buyer. This will create a new transaction with the correct shipping address.

This is essential for seller protection, as eBay’s Seller Protection Policy requires you to ship to the address provided at checkout.

Can I add handling fees to the invoice?

Yes, you can add handling fees to your invoices to cover the costs of packaging materials and labor. You can specify your handling fees in your listing settings. When you send the invoice, the handling fee will automatically be added to the total. Make sure your handling fees are reasonable and clearly disclosed in your listings to avoid negative feedback.

How do I send an invoice if the buyer hasn’t completed checkout?

Even if the buyer hasn’t officially completed checkout, you can still send them an invoice. Find the item in your “Sold” list and use the “Send Invoice” option. This is particularly useful if you need to clarify something with the buyer before they pay or if you want to offer a special discount.

What payment methods can buyers use when I send an invoice?

When you send an invoice, buyers can typically pay using the payment methods that you have specified in your listing. These usually include:

• PayPal: The most common and widely accepted method.
• Managed Payments: If eBay manages your payments, buyers can pay with various methods, including credit cards, debit cards, Google Pay, and Apple Pay.

Ensure your preferred payment methods are clearly displayed in your listings.

How long does a buyer have to pay an invoice?

eBay typically gives buyers 4 days to pay for an item after winning an auction or committing to buy. After this period, you can open an unpaid item case to recover your fees. While you can set payment reminders, it’s important to adhere to eBay’s policies regarding unpaid items.

What happens if a buyer doesn’t pay the invoice?

If a buyer doesn’t pay the invoice within the specified timeframe, you can:

1. Open an Unpaid Item Case: This will automatically send a reminder to the buyer.
2. Close the Case: If the buyer still doesn’t pay, you can close the case to recover your eBay fees.
3. Relist the Item: After closing the case, you can relist the item for sale.

Can I cancel an invoice after I’ve sent it?

You cannot directly “cancel” an invoice after it has been sent. However, you can:

1. Contact the Buyer: Explain the reason for the change and offer to resend a corrected invoice.
2. Adjust the Original Invoice: Go back to the order details and adjust the shipping costs or other details. Resending the invoice with adjustments effectively overrides the previous one.

How do I add a discount to an invoice?

You can add a discount to an invoice by:

1. Going to the Invoice: Find the invoice in your “Sold” items list and click on “Send Invoice.”
2. Adjusting the Price: You can directly edit the item price or shipping costs to reflect the discount.
3. Adding a Note: Include a note to the buyer explaining the discount.

Is it necessary to send an invoice if the buyer pays immediately?

No, it’s not necessary to send an invoice if the buyer pays immediately after the sale. eBay automatically confirms the payment, and you can proceed with shipping the item. Invoices are primarily useful for situations where the buyer hasn’t paid immediately or when you need to adjust shipping costs.

Can I send an invoice from the eBay app?

Yes, you can send invoices from the eBay app. The process is similar to sending an invoice on the website. Navigate to your “Sold” items, select the item, and choose the “Send Invoice” option. The app provides a convenient way to manage your sales on the go.

How do I know if the buyer has received the invoice?

eBay doesn’t provide a direct notification when a buyer receives the invoice in their email. However, you can see the status of the invoice in your Seller Hub. If the item is marked as “Awaiting Payment” and you’ve sent the invoice, it’s safe to assume the buyer has received it. You can also politely contact the buyer to confirm they received the invoice if you’re unsure.

By following these steps and understanding the nuances of sending invoices on eBay, you can ensure smooth transactions, prompt payments, and a positive experience for both you and your buyers. Happy selling!