How to Send an Invoice on Etsy: Steps and Tips for Successful Transactions

Etsy focuses on handling transactions and payments directly through their platform. However, for specific situations such as custom orders or record-keeping purposes, Etsy sellers can learn how to send their own invoices to buyers. In this comprehensive guide, we will walk you through the steps to accurately send an invoice on Etsy.

1. Creating a Custom Order

For custom orders, the standard Etsy transaction process remains, but you can communicate additional details via an invoice. This flexibility allows you to streamline the payment process or provide necessary financial information.

Steps to Create a Custom Order:

Go to the Etsy Shop: Begin by navigating to your Etsy shop homepage. Create a Custom Order: Once inside your shop, locate the 'Create Listing' button and set up your custom item.

2. Sending a Message with Invoice Details

After creating the custom order, you can send a message to the buyer detailing the invoice. This message should include comprehensive financial information for clarity and accuracy.

Create the Custom Order: After setting up the listing, you can proceed to create the custom order. Send a Message: Upon creating the order, use the 'Send Message' feature on the Etsy platform to communicate with the buyer. Detail the Invoice: Provide the buyer with item descriptions, prices, shipping costs, and total amounts in the message.

3. Using an Invoice Template

A professional invoice can enhance your shop's credibility. Utilize online tools like Canva, Google Docs, or Microsoft Word to create a digital invoice. This step ensures that all necessary details are included.

Steps to Create an Invoice Template:

Select Online Tools: Choose a design tool like Canva, Google Docs, or Microsoft Word. Include Details: Add your shop name, address, contact information, item descriptions, prices, and payment instructions.

4. Attaching the Invoice

Attach the invoice to the message you send to the buyer on Etsy. This allows the buyer to review and confirm the details before proceeding.

Steps to Attach the Invoice:

Create a Digital Invoice: Generate and save the invoice as a digital file. Send the Message: Use Etsy's 'Send Message' feature to include the attached invoice with your order details.

5. Following Up

After sending the invoice, ensure the buyer has received it and address any questions or concerns promptly.

Confirm Receipt: Check if the buyer has received the message containing the invoice. Seek Clarification: If needed, ask the buyer for additional information to clarify any details.

Etsy's Automated Invoice Feature

Etsy automatically generates a receipt for each purchase made through their platform. However, for custom orders or special requests, you may need to send a separate invoice. You can access the receipt from your orders page. If the receipt is not visible, check your spam folder for the email sent by 'service@'.

Steps to Find the Etsy Receipt:

Go to Sold Orders: Navigate to your 'Sold Orders' page in Etsy. Open the Order: Click on the order you wish to review. Click 'Message Buyer': In the message window, Etsy provides a link to the invoice included in the message body.

Using PayPal for Invoicing

If you prefer to use PayPal for invoicing, you can create and send an invoice directly from your PayPal account. Keep in mind that transactions initiated on Etsy must be completed on Etsy. Here’s how you can create an invoice in PayPal:

Log into PayPal: Sign in to your PayPal account. Go to Invoicing: Navigate to the invoicing section in your account. Create Invoice: Follow the prompts to create an invoice. Gather Information: Use the Etsy receipt to gather the required information such as the buyer's email address, quantity of items, transaction details, item title, and price. Send the Invoice: Once created, an email with a link to the PayPal invoice will be sent to the buyer.

In conclusion, while Etsy primarily handles transactions and payments, providing an invoice for custom orders or special requests enhances transparency and professionalism. By following these steps, you can ensure a smooth and efficient payment process for your Etsy shop.