Selling Manager and Selling Manager Pro: Invoicing buyers and receiving payment

With Selling Manager and Selling Manager Pro, you can easily manage your sold items, including sending and printing invoices.

Sending an invoice

Once an item has sold, you can send an invoice to buyers.

To send an invoice:
  1. Go to My eBay.

  2. In the Sold section, click Awaiting Payment.

  3. Find the record you want to invoice, and then click Send Invoice from the Action drop-down menu.

Note: You can send a new or revised invoice within 30 days after the item has been purchased.

If a buyer has already completed checkout, you can send a revised invoice by email.

To email an invoice if your buyer already completed checkout:
  1. In the Sold view, tick the box next to the record you want to invoice.

  2. Click the Email button.

  3. Next to Select an email, choose Winning buyer notification.

  4. Edit the information if needed, and then click Send.

Customising your invoices

If you subscribe to Selling Manager Pro, you can add a custom message to your invoices. If you subscribe to Selling Manager Pro and have an eBay Shop, you can also add your Shop logo to your invoices.

To add a custom logo or message to your invoices:
  1. Click My eBay at the top of most eBay pages. You may need to sign in.

  2. Place your pointer over the Account tab, and then click Manage communications with buyers.

  3. On the next page, in the box titled Need to send an invoice? click the Add a message link.

  4. To include your Shop logo, select the Include logo in invoice email check box.

  5. To include a message, enter it in the text box to the right of the logo.

  6. Click Save.

Note: The graphic size is 310 x 90 pixels. Other sizes will be automatically resized to fit these dimensions. Learn more about including a Shop logo.

Combining multiple orders on one invoice

If there are multiple orders for the same buyer, you may want to combine them on one invoice. Processing as a single order saves you postage costs, and you can pass on these savings to the buyer.

To combine multiple items
  1. In the Sold view, click the record number you want to invoice. Selling Manager and Selling Manager Pro automatically determine if there are other items that qualify to be combined into a single order.

  2. If there are other items that can be combined, you'll see a Combine purchases link near the top of the Transaction Details section. Click the link to combine purchases.

  3. You'll see a list of items you can combine. Tick the box next to the items you want to combine.

  4. Click the Reset link just below the postage information. This recalculates the P&P for multiple purchases.

  5. If you want to send the invoice immediately or receive a copy of it, tick the box next to:

    • Send invoice to the buyer

    • Copy me on this invoice

  6. Click the Combine Purchases button at the bottom of the page. You'll be directed back to the sales record. There, you'll see all the items you combined in Transaction Details.

Note: You can combine a maximum of 40 purchases on one invoice.

Printing invoices

To print an invoice:
  1. In the Sold view, select the check box next to the listing you want to invoice.

  2. Click Print.

  3. Choose the item you want to print:

    • Address labels and invoice/packing slip

    • Invoice/packing slip

    • Address labels

    • Invoice for your own records

    • All (address label, invoice/packing slip, invoice for your own records)

  4. In the pop-up window that appears, preview the page to be printed. If you're satisfied with how it looks, click Print in the browser window.

Tip: You can also print an invoice from the sales record. To view the sales record, click the record number from any of the Sold views.

Configure your browser

To print invoices properly, your browser must be configured to print background colors and images.

To set up Internet Explorer to print invoices and postage labels:
  1. In Internet Explorer, select Internet Options from the Tools menu.

  2. From the Internet Options window, click the Advanced tab.

  3. Scroll down to the Printing section, and then select the Print background colors and images check box.

  4. Click OK to save your changes.

Learn more about printing invoices and postage documents.

Marking a payment as received

When a buyer completes checkout using an eBay-approved method, the email and delivery address information are automatically filled in for the seller in the Sales Record. The checkout status icon is also updated automatically. When you go to Awaiting Payment, you'll see the dollar sign symbol next to the record to show that payment was received.

If the buyer didn't use an eBay-approved payment method for checkout, you will need to manually mark the payment as received.

To mark a payment as received:
  1. From My eBay, click Awaiting Payment (under Sold).

  2. Click the Mark As Payment Received link next to the listing you received payment for.

How to handle unpaid items

Didn't receive payment for an item you sold? If a couple of days have passed since the buyer has committed to buying your item, and you still haven’t been paid, you should contact the buyer. If the buyer tried to pay, you can check the payment status through PayPal or their other payment method. For more tips, see communicating with your trading partner.

Learn more about what to do when a buyer doesn't pay.

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