Manual payment acceptance means you enter the transaction details yourself instead of using a payment button or link

PayPal lets you record a payment that happened outside the platform — a customer handed you cash that you want to log, or they paid you through another method and you need the record in PayPal. You can create this record yourself by entering the payer's details, the amount, and what the payment was for. PayPal calls this a manual payment, and it lives in your transaction history like any other sale.

The process takes about two minutes. You log into your PayPal account, find the "Request Money" or "Create a Payment" tool (the exact name depends on your account type), and fill in the customer's email, the dollar amount, and a description. You then send it to the customer, they accept it, and the transaction settles into your account. If the customer is not a PayPal user, you can still record the payment — PayPal will hold it as a pending transaction until they claim it or you mark it as received.

Key Takeaways

  • Manual payments are recorded through PayPal's "Request Money" tool, which you access from your account dashboard or the Money menu.
  • You need the customer's email address and the exact dollar amount; PayPal will send them a notification to accept or pay the request.
  • If the customer accepts and pays through PayPal, the funds move to your account within one to two business days, minus PayPal's standard fee.
  • You can also mark a payment as received without the customer using PayPal, which creates a record but does not move funds through the platform.

Where to find the manual payment tool

Log into your PayPal account on the website or mobile app. On the website, look for the Money menu at the top of the page — click it and select Request Money. On the mobile app, tap the menu icon (three horizontal lines), then tap Request Money.

If you do not see "Request Money," your account type may use a different label. Business accounts sometimes show Create a Payment or Send an Invoice instead. All three tools do the same thing for manual payments. If you still cannot find it, check your account settings to confirm you have a standard or business account — personal accounts have limited payment tools.

Entering the payment details

Once you open the Request Money tool, you will see a form with three required fields: the customer's email address, the amount, and a description of what the payment is for. Type the customer's email exactly as they use it with PayPal, or as they would use it if they sign up. The amount goes in the dollar field — PayPal automatically formats it as you type.

The description field is where you note what the payment covers: "Invoice #1234," "Freelance work — March," or "Product refund." This description appears on both your record and the customer's notification, so be clear enough that they remember what they are paying for. You can also add an invoice number if you use one, and some account types let you attach a file or add line items for multiple products or services.

What happens after you send the request

Once you click "Send," PayPal emails the customer a notification with your request. If they have a PayPal account, they can click the link in the email and pay you directly from their account. If they do not have PayPal, they can still click the link and create an account, or pay as a guest using a debit or credit card. Either way, the payment flows through PayPal's system and lands in your account.

The customer has no important date to pay — the request stays active until they respond or you cancel it. You can send a reminder by opening the request again and clicking "Resend." Once they pay, you will see the transaction in your activity feed, and the funds will be available in your PayPal balance within one to two business days. PayPal deducts its standard transaction fee (2.2% plus $0.30 for domestic transfers, though rates vary by country and account type) from what you receive.

Recording a payment without using PayPal's payment system

If a customer paid you through another method — cash, check, bank transfer, or a different payment app — and you want to create a record in PayPal, you can mark the payment as received without the customer actually using PayPal. Open the Request Money tool, enter their details and the amount as usual, send the request, and then mark it as paid once you have the money in hand.

To mark it paid, go to your activity or transaction history, find the request, and click "Mark as Paid" or "Received." This creates a timestamped record in your PayPal account showing that the customer paid you, but no funds move through PayPal itself. This is useful for record-keeping if you want all your transactions — PayPal and non-PayPal — in one place, but it does not move money into your PayPal balance.

Fees and what you actually receive

When a customer pays a manual payment request through PayPal, you pay a transaction fee. For most accounts in the United States, this is 2.2% of the amount plus $0.30. So a $100 payment costs you $2.50 in fees, and you receive $97.50. Some business accounts have different rates, and international payments may have higher fees. You can see the exact fee before you send the request — PayPal shows it in the form.

If you mark a payment as received without the customer using PayPal, no fee applies because no transaction actually happened through the platform. You are just creating a record. The tradeoff is that you do not receive the money through PayPal — you have to collect it separately and manually log it.

Troubleshooting common problems

If the customer says they never received the request email, ask them to check their spam folder — PayPal emails sometimes land there. You can also resend the request from your account. If they received it but the payment button does not work, they may need to log out of PayPal and log back in, or try a different browser.

If you sent a request to the wrong email address, open the request in your activity, click "Cancel," and send a new one to the correct address. If the customer paid but the money has not appeared in your account after two business days, check your activity feed to confirm PayPal recorded the payment. If it shows as paid but the balance has not updated, contact PayPal support — this is rare but can happen if there is a processing delay or a hold on your account.

Frequently Asked Questions

Can I request a payment from someone who does not have a PayPal account?

Yes. They will receive an email with a link to pay. If they do not have PayPal, they can create an account or pay as a guest using a debit or credit card. Either way, the payment reaches you through PayPal.

What if I request money but the customer never pays?

The request stays open indefinitely. You can resend it as a reminder, or cancel it if you no longer need the payment. Canceling removes it from your activity and stops sending notifications to the customer.

Do I have to use the Request Money tool, or can I just ask the customer to send me money?

You can do either. If they send you money directly through their PayPal account using your email, it appears in your activity the same way. The Request Money tool is useful because it reminds them what the payment is for and keeps a clear record, but it is not required.

How long does it take for the money to show up in my account?

Once the customer pays, the funds are usually available in your PayPal balance within one to two business days. Weekends and holidays can add time. You can transfer the balance to your bank account when ready, but the bank transfer itself takes one to three additional business days depending on your bank.

Can I request a payment in a currency other than US dollars?

Yes, if your account is set up for that currency. When you open the Request Money tool, you can select the currency from a dropdown. If the customer pays in a different currency, PayPal converts it at its current rate and deducts a conversion fee on top of the transaction fee.