As a business owner, it's likely you don't enjoy having your time taken up chasing paperwork, so as a matter of professionalism and courtesy, it's a good idea to make sure you don't put your customers in a position where they have to. PayPal sends out automated email receipts whenever anybody buys anything from you using the online payment service, but if a customer doesn't receive his, you'll need to be accommodating if he asks for a duplicate copy.
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Create a PayPal invoice for the transaction in question if you haven't already received payment. Log into your PayPal account, click or tap on "Request Money," hit "Create an Invoice," select a template and complete your payment request. Review your invoice and click or tap on the "Send Invoice" button when you're done. Your payment request will be sent to your customer. Once payment is made, a receipt will automatically be sent.
Explain to your customer that PayPal doesn't offer a function that lets vendors send out copy receipts. Politely suggest that he searches his email account for payment confirmation using the name of your company and "PayPal" as search terms. If he doesn't have any luck, suggest he takes a peek in his junk folder.
Suggest that your invoiceless customer uses his PayPal account records as proof of purchase if he can't find his payment confirmation email. All he'll need to do is log into his account, hover over "History" and select "Basic Search" before using the parameters in the onscreen drop-down boxes to find the transaction in question. He'll then be able to click the "Details" link next to his purchase to see full transaction information.
Offer to send a company invoice with the details of the PayPal transaction in question by post or email if you customer remains unhappy. Alternatively, use a free online invoice template. Log into your PayPal account, search for the purchase you need to confirm in your "History" section and copy the transaction details to a fresh invoice.
Tips and warnings
- Your customers are given the option to print a receipt when they make a payment to you via PayPal. Once a customer's PayPal account has been debited, a "Print receipt" link is displayed the payment confirmation screen.
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