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Free payment receipt template for services

A receipt to send when a customer pays your invoice. It repeats the labor and materials, shows the payment date and how they paid, and marks the job paid in full.

Fill it online freeMake an invoice instead
Download asPDFWordExcel· opens in Google Docs

Uses the Trade Pro design. The builder starts with typical payment lines you can edit.

Summit Roofing Co.4410 Burnet Rd, Austin, TX 78756 · (512) 555-0191License #: TX Reg. 49120
ReceiptNo. REC-001
CustomerMarcus Lee7302 Shoal Creek Blvd, Austin, TX 78757
Job site7302 Shoal Creek Blvd, Austin, TX 78757Job ref: INV-2041
DatesCompleted: Oct 2, 2026Paid: Oct 5, 2026
Labor
TaskHoursRateAmount
Repair storm damage, rear slope685.00510.00
Replace flashing at chimney285.00170.00
Materials
ItemQtyUnitAmount
Architectural shingles3 bundles42.00126.00
Step flashing and sealant1 lot64.0064.00
Warranty & notesThank you. Workmanship warranty: 5 years from the completion date.Paid in full. Thank you for your business.
Labor$680.00
Materials$190.00
Tax (8.25%)$71.78
Total paid$941.78
Payment: Paid by Check #1048 · Received by Dana Ortiz, office managerCustomer signature: ____________________

Example with sample details. Yours will show your business and customer.

What should a payment receipt include?

A payment receipt is a document a business gives a customer after payment, confirming the amount received, the date, how it was paid and what it paid for. A payment receipt should include your business name, contact details and license number; the customer's name and the job address; the invoice number the payment is for; labor and materials paid for; tax and the total paid; payment date and method, such as a check number or card; and who received it, and any balance remaining. A receipt for the deposit shows the customer their money arrived and records how much is left for the final invoice. Number every receipt in sequence and never leave the amount or date blank, so the record cannot be changed later. Give it as soon as the money arrives, and keep a copy with your records for taxes and any questions later.

Also called: receipt of payment, proof of payment, paid invoice receipt, service receipt, contractor receipt. It is the same document, and this template works for all of them.

Last updated · By Yasir Arfat

How to write a payment receipt

  1. 1

    Link it to the invoice

    Put the invoice number in the job reference, so the receipt matches the bill it pays.

  2. 2

    Repeat what was paid for

    List the labor and materials from the invoice, so the customer has the full record in one place.

  3. 3

    Add the payment date and method

    The date the money arrived and how: check number, card, bank transfer, Zelle or cash.

  4. 4

    Show the total paid and any balance

    The receipt prints "Total paid" and "Paid in full". For a part payment, enter the balance remaining: it prints on the receipt and the terms change to Part payment.

  5. 5

    Send it the same day

    Email the PDF as soon as the payment clears. It closes the job and is a good moment to ask for a review.

Sample payment receipt: example, line by line

Here is the sample from the preview above, written out so you can see how each line adds up. Swap in your own work, quantities and rates.

Sample payment receipt line items and totals
ItemQty × rateAmount
Repair storm damage, rear slope6 hrs × $85.00$510.00
Replace flashing at chimney2 hrs × $85.00$170.00
Architectural shingles3 bundles × $42.00$126.00
Step flashing and sealant1 lot × $64.00$64.00
Labor$680.00
Materials$190.00
Tax (8.25%)$71.78
Total paid$941.78

Sample business and customer, not real people. Open this example in the builder and change anything.

Printable payment receipt: PDF, Word or Excel

  • PDF: best for emailing or printing. It looks the same on every phone and computer, and the customer cannot change it.
  • Word (.docx): edit the wording later in Microsoft Word or Google Docs, or keep it as your own reusable payment receipt form.
  • Excel (.xlsx): line amounts, tax and the total are live formulas, so changing a quantity updates the receipt for you.

Fill it in online once and download any of the three.

Payment receipt checklist

  • Your business name, contact details and license number
  • The customer's name and the job address
  • The invoice number the payment is for
  • Labor and materials paid for
  • Tax and the total paid
  • Payment date and method, such as a check number or card
  • Who received it, and any balance remaining

Tips for contractors

Send a receipt for deposits too

A receipt for the deposit shows the customer their money arrived and records how much is left for the final invoice.

Wait for checks to clear

Write the receipt once the money is in your account, not when the check is handed over.

Keep receipts with the job file

The estimate, invoice and receipt together are your record for warranty calls and taxes.

Questions contractors and service businesses ask

What is the difference between an invoice and a payment receipt?

An invoice asks the customer to pay. A payment receipt confirms they did, with the date and how they paid. Send the invoice first, then the receipt once the money arrives.

Can I make a receipt from an invoice I already made?

Yes. Open the receipt maker in the same design; your business details carry over in this browser. Add the customer, the lines, the payment date and method, and download it.

How do I show a partial payment?

List what this payment covers and enter the balance remaining. The receipt shows Part payment and the amount still owed. Send a second receipt when the rest is paid.

Is a payment receipt proof of payment?

Yes. A receipt from the business that was paid, showing the amount, date and method, is what customers use as proof of payment for warranties, insurance claims and taxes.

Is this template really free?

Yes. Fill it in online and download PDF, Word or Excel as often as you like. There is no sign-up, no watermark and nothing to install. Your details stay in your own browser.

Templates for other trades

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