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eBay Invoice Generator for Sellers

Issue professional invoices for eBay orders in seconds. Item title, buyer details, VAT breakdown — clean PDF every time. No account, no third-party access to your data.

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Buyer Invoice vs Seller Invoice on eBay

Two different documents are commonly called "eBay invoices" and they are easy to confuse:

Buyer's invoice (eBay's combined invoice): Generated by eBay automatically when a buyer combines multiple purchases from one seller. This is a payment-request document and is generated entirely by eBay.
Seller's invoice (this page): Issued by you, the seller, to the buyer — typically a VAT/tax invoice required after the order has been paid. eBay does not generate this for third-party sellers.

If you sell on eBay and your buyer requests "an invoice" for tax purposes, they almost always mean a seller's invoice with your business details and a VAT breakdown — not eBay's auto-generated payment request.

eBay Managed Payments and Invoicing

Since 2021–2022, all eBay sellers in most markets are on Managed Payments. This means eBay handles the payment processing — but it does not handle the tax invoicing:

Payment is taken by eBay and paid out to your bank, net of eBay fees
The buyer receives a payment confirmation from eBay (not a VAT invoice)
VAT-registered sellers must still issue a separate VAT invoice to B2B buyers
Your eBay seller fees are a separate matter — eBay invoices you for them; you do not invoice eBay

For your VAT records, the gross sale amount is what the buyer paid (including any shipping and tax). eBay's fees are a deductible business expense, accounted separately.

Required Fields on an eBay Seller Invoice

Your business name, address, and VAT number (if registered)
Buyer's name and shipping address from the eBay order
Buyer's VAT number if provided (for B2B sales)
eBay item number(s) — the listing ID(s) included in the order
eBay order number / transaction ID — useful for reconciliation
Your sequential invoice number — not the eBay order ID
Issue date — within 15 days of dispatch is standard EU practice
Line items — listing title, quantity, unit price excluding VAT, line total
VAT rate and amount; cross-border B2B reverse charge note if applicable
Shipping as a separate line item if charged

Common eBay Invoicing Scenarios

Domestic B2C sale: Charge local VAT, issue invoice on request
Domestic B2B sale (buyer is a business with VAT number): Charge local VAT, always issue invoice — buyer needs it to reclaim VAT
Cross-border EU B2B: Reverse charge applies — zero VAT, both VAT numbers, reverse charge note
Cross-border EU B2C: Use OSS to charge the buyer's country rate if you exceed €10,000 cross-border threshold
Export outside EU/UK: Generally zero-rated; you may need proof of export for your records
Returns and refunds: Issue a credit note referencing the original invoice number

Frequently Asked Questions

Does eBay automatically issue invoices to buyers?

eBay can generate a "combined invoice" (a payment request) for buyers who purchase multiple items from the same seller. But this is not a tax-compliant VAT invoice — it does not include your business details or a proper VAT breakdown. VAT-registered sellers must still issue their own invoice on request.

How do I know if my eBay buyer is a business?

B2B buyers usually provide a VAT/tax ID at checkout or request an invoice with their company name and VAT number. Some buyers leave a buyer note asking for a business invoice — check the order details and any buyer messages before shipping.

Can I include eBay fees on the buyer's invoice?

No. eBay fees are a cost you pay to eBay (a separate B2B transaction between you and eBay). The buyer's invoice should show only the agreed sale price for the item(s) and any separately-charged shipping. eBay's fees do not appear on the buyer's invoice.

Do I need to invoice for every eBay sale?

Not for every sale automatically — but you must issue an invoice on request, and you must issue invoices to VAT-registered B2B buyers and for sales above certain thresholds. Many sellers issue invoices for every order regardless, to keep records consistent.

How do I send the invoice to my eBay buyer?

Generate the PDF in invoicePrivate, then either include it in the parcel, email it via the eBay messaging system as an attachment, or upload it to eBay's invoice feature for Managed Payments orders.

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