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#7b New Accounts Training : Accounting Setup, Billing, Invoice Customers with PayPal

We recommend connecting Stripe but if you prefer to use Pay Pal here's how: CounselMore invoices can be customized to include a PayPal payment option, making it easier for families to settle balances quickly and securely. This guide will walk you through setting up a PayPal payment link and attaching it to your invoices.

Prefer to connect to Stripe > use this article instead


Step 1: Make sure you have a PayPal Business account

  • If you don’t already have one, visit paypal.com and create a business account. This will allow you to accept payments from clients.
  • Verify your account by linking your bank or card.
  • Complete any identity checks required by PayPal.


Step 2: Generate a PayPal payment link

Once your business account is ready:
  • Log in to your PayPal dashboard.
  • Look for the “Pay & Get Paid” section.
  • Select the option to create a payment link.

  • Add your business name as the Item Name (optional) so that it is displayed on the payment page.
  • Make sure you select type: "Customer set price" so that customers can input the amount they'd like to pay. 
  • Add a label for the amount field so it's clear that customers should input an amount.

  • Click "Build It" in the upper right-hand corner.

  • Copy the link PayPal provides or the single button code.

Step 3: Add the link to your CounselMore invoices

To make sure every invoice shows your PayPal link:

1. Go to Settings > Accounting Setup.

2. In this section, you can add:
  • A Friendly Note 
  • A Legal Note 
  • A Payment Link (where your paste either PayPal link or single button code provided by PayPal)

💡 Tip: Include in your Friendly Note a message such as “Clicking the payment link will redirect you to PayPal to complete your transaction securely.”

How it looks on an invoice

  • If you add a PayPal link, it will display as clickable "Pay Now" button under the notes.

  • If you add the PayPal button code, it will display a PayPal button image that clients can click directly.

Step 4: Mark the invoice as paid in CounselMore

Payments made through PayPal will not automatically update in CounselMore. Once you confirm a payment in PayPal:

  • Locate the invoice under the student's Accounting Tab.

  • Mark it paid.

Once you do, CounselMore will ask if you'd like to add a payment line item.

  • If you select Yes, a new payment line will be created.
  • You can edit the note field and select the payment method (e.g., PayPal) to clearly record how the payment was made.

 

✅ With this setup, your clients can pay invoices online through PayPal, while you keep everything organized inside CounselMore.