How to make a receipt
- Enter a receipt number and the date you were paid.
- Add your business details and the customer's.
- Add each item: description, quantity and unit price.
- Set the sales tax rate if you charge it.
- Choose the payment method. For checks, add the check number.
- Enter the amount paid. The balance due is worked out for you.
- Download a PDF, or send the receipt.
What to put on a receipt
- Your business name and contact details
- A receipt number and date
- Who paid you
- What they paid for, with quantities and prices
- Subtotal, tax and total
- Payment method and amount paid
- Any balance still owed
Receipt vs invoice
| Invoice | Receipt | |
|---|---|---|
| When | Before payment | After payment |
| Says | You owe this | You paid this |
| Shows | Amount due and due date | Amount paid, method and any balance |
Send an invoice to ask for payment. Send a receipt once the money is in. If the customer paid part of the invoice, the receipt shows the balance still due.
Online receipt generator for cash and check payments
Cash and check customers need a receipt most, since there's no card statement to show they paid. Give one every time you take cash. For checks, record the check number so both of you can match it to the bank statement.
Receipt template, printed or digital
Download the receipt as a PDF to print or email, or as a Word file to edit. Fields you leave blank print as lines, so you can also print blank receipts to fill in by hand on site.
What to record for each payment method
| Method | Record |
|---|---|
| Cash | The amount, and a receipt every time. |
| Check | The check number. A check can bounce, so note it and wait for it to clear before you mark the job paid in full. |
| Card | The last 4 digits only. Never write the full card number on a receipt. |
| Bank transfer | The date the money arrived. Add the reference in the notes. |
Deposits and partial payments
For a deposit or progress payment, list the full job and enter what was paid. The receipt shows the balance still due. Put the job or invoice number at the top so the payment matches the right invoice.
Keep a copy
Number receipts in order and keep a copy of each one. It makes bookkeeping and tax time easier. Only issue receipts for payments you've actually received.
Questions
Is this receipt generator free?
Yes. Make as many receipts as you like and download them as PDF or Word. No account needed.
What's the difference between a receipt and an invoice?
An invoice asks for payment. A receipt confirms payment was received.
Can I make a receipt for a partial payment?
Yes. Enter the full items and the amount paid. The receipt shows the balance still due.
Do I need to show sales tax on a receipt?
If you charged sales tax, show it. Whether your work is taxable depends on your state and the type of work. Check with your state or your accountant.