Easy Tech TutsHow To Send an Invoice on Ebay 2026 Easily
By Impran M N
Sending an invoice on eBay is what you use whenever the automatic checkout total isn't quite right for the order — a buyer wants two items combined under one shipping charge, you're offering a small discount, or you just need to finalize a sale before the buyer pays. It only takes a minute once you know where the option lives, but getting the shipping and adjustment numbers wrong before you send it means a second round of messages with the buyer. This guide walks through finding the order, editing the charges, and sending a clean invoice the first time.
01Go to your Orders in My eBay or Seller Hub
From the eBay homepage, open My eBay and select Orders under Activity, or use Seller Hub if that's your default selling view — both list every recent transaction, with Buying and Selling split into their own sections in the left sidebar. If the order you're looking for was placed more than 90 days ago, note that some sort and action options are limited for older orders, so it's worth adjusting the Period filter at the top if you don't see it right away. Find the specific sale — or the buyer's multiple purchases if you're combining an invoice — and open it from this list.
02Select the items and open the invoice screen
Tick the checkbox next to each item you're invoicing — this matters most when a buyer has purchased more than one thing and you're combining them into a single charge. Once selected, choose Send Invoice from the available actions. eBay pulls in the item photos, titles, item numbers, prices, and quantities automatically, so you're not retyping anything; your job on this screen is just to correct the shipping and add any adjustment, not re-enter the order.
03Set the correct shipping cost
The Shipping section lets you pick the carrier service, such as USPS Priority Mail, and type in the actual cost you're charging for that combined shipment. This is the number that most often needs manual correction, since eBay's default calculated rate is based on the listing's original shipping setting, not on what postage actually costs once items are boxed together. Enter the real combined rate here rather than leaving the original per-item estimate, especially if you've promised the buyer a lower combined-shipping total.
04Apply a discount or additional charge if needed
Below shipping, the Adjustments section has a Discount and a Charge option — use Discount for combined-shipping savings, promotional pricing, or as a goodwill gesture, and Charge for something like an added fee the buyer agreed to. Type the dollar amount directly; it applies as a flat adjustment to the order total, not a percentage. The Summary panel updates live as you edit these fields, showing Subtotal, Shipping, Adjustment, estimated sales tax, and the Estimated total, so you can confirm everything looks right before sending rather than after.
05Add a note and send the invoice
Most invoice screens include an optional message field — use it to tell the buyer what you adjusted and why, such as confirming the combined shipping discount or explaining a small charge. A short, specific note here heads off a confused message from the buyer later asking why the total changed from what they expected at checkout. Once the summary total looks correct, send the invoice; the buyer receives a notification and can pay directly from it.
06Know what happens after you send it
Once sent, the invoice locks in the total you set and the buyer's checkout screen updates to match it — they can no longer pay the original, unadjusted amount. If they don't pay within eBay's standard window, this is also the point where an unpaid item case can eventually be opened, so sending the invoice promptly after the sale (rather than days later) keeps that timeline working in your favor. If you need to change the invoice again before it's paid, you can typically resend it with corrected figures, which overrides the previous version.
Frequently asked questions
Why would I need to send an invoice instead of letting eBay checkout handle it?
Automatic checkout doesn't know to combine shipping across multiple purchases or apply a one-off discount. Sending an invoice lets you manually correct the shipping cost and add adjustments before the buyer pays.
Can I combine multiple items into one invoice?
Yes — select all the eligible items for that buyer using the checkboxes in your Orders list, then choose Send Invoice. eBay combines them into a single order with one shipping and adjustment field.
What's the difference between a Discount and a Charge on the invoice?
Discount subtracts a flat dollar amount from the total, commonly used for combined-shipping savings. Charge adds a flat amount, used when an extra fee needs to be included in the final total.
Can I edit an invoice after sending it?
In most cases yes, as long as the buyer hasn't paid yet — resending an invoice with new figures typically overrides the previous version they see.
Does sending an invoice affect unpaid item timelines?
Yes. The unpaid item countdown is tied to the invoice being sent and available for payment, so sending it promptly after the sale keeps that process moving normally.
About the author
Impran M N
I've been hooked on technology for as long as I can remember — especially the new tools and AI apps that seem to land every other week. Easy Tech Tuts is where I write up whatever I've just worked out: I do the task in the real product, record the screen, and turn it into the guide I wish I'd found first.
