How to write a receipt
- Add your business. Your name or business name, address and phone at the top, so the customer knows who the receipt is from.
- Number and date it. Give each receipt its own number in sequence, and use the date the money arrived.
- Add who paid. The customer's name, and their address if they need the receipt for records or taxes.
- List what was paid for. Each item, service or month of rent with its price. The totals and any sales tax add up for you.
- Say how they paid. Cash, card ending, check number, bank transfer, Zelle or PayPal. The receipt prints "Paid in full".
- Download and give it. Download the PDF to print or email, or Word or Excel to keep as your own reusable receipt form.
What to include on a receipt
- Your business name, address and contact details
- A receipt number and the date of payment
- The customer's name
- Each item or service paid for, with quantity and price
- Discounts, shipping and sales tax, if any
- The total paid
- How it was paid: cash, card, check, bank transfer or app
- Your returns policy or any notes, if they apply
Receipt vs invoice
| Invoice | Receipt |
|---|
| Purpose | Asks the customer to pay | Confirms the customer paid |
| When | Before payment, after the work or sale | When the money arrives |
| Key dates | Issue date and due date | Payment date |
| Shows | Amount due and how to pay | Total paid and how it was paid |
Billing first? Use the free invoice maker, then make the receipt in the same design once you are paid. Asking for payment before the work? Send a proforma invoice.
Questions about receipts