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PayPal: Send and receive invoice payments

How to include a link to PayPal in your invoice emails to make payments to your FreeAgent account easier for your clients.

If you have a PayPal Personal account you can still include a PayPal link in your invoice emails. PayPal Personal accounts can be upgraded to Premier or Business – visit PayPal for further details and information about fees.

Additionally, PayPal Premier or Business account holders can setup FreeAgent API access to enable account syncing and PayPal Express Checkout features such as automatically marking invoices as paid and payment status updates.

You can also receive invoice payments online using GoCardless.

Adding a PayPal link to your invoices in FreeAgent

In order to accept PayPal payments for your invoices you first need to add a PayPal account in FreeAgent. In the 'Banking' section select 'Add New' - 'Paypal Account'.

Step 1. Create an invoice

When you create an invoice you'll see the option to accept online payments using PayPal.

  • When adding the invoice details select 'Online payment options - PayPal' and then create the rest of your invoice as normal

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Step 2. Embedding a payment link in your invoice

  • When preparing to email your invoice include an [online_payment_link] tag in the body of the email. This will embed a link to your invoice and PayPal in the email that your client will receive.

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How this works for your clients

When your client receives your invoice via email, they can follow the online payment link you previously added to your email copy. This will show them your invoice, along with the option to pay by PayPal.

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If your client selects the PayPal button, they will be taken to PayPal where they can make a payment. They can either login and use their PayPal account, but can also pay through PayPal without an account using a credit/debit card.

When your client pays you, remember when you are explaining this payment that PayPal may deduct charges and you can explain these like so.

Receiving payments

With API access/Express Checkout enabled, payments made to you are automatically reflected in your FreeAgent PayPal account, and your invoices will be automatically marked as paid once the payment has been received.

While payments are pending or being processed, FreeAgent will stop sending late payment reminders.

PayPal Invoice Payment Status

Once your client has made a payment using PayPal, viewing your invoice will show a payment status of 'Payment Processing'.

PayPal - Payment Processing

Once PayPal has processed the payment you'll see a 'Payment Received' status. If you’ve set up synchronization for your PayPal account your payment will be shown the next time your accounts are synced.

PayPal - Payment Received

In the event that the payment fails you will see a 'Payment Failed' status. In this instance your client hasn't been charged and you need to get back in touch to ask them to attempt another payment.

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