Free Payment & Cash Receipt TemplateFill in the form, check the preview, then print it or save it as a PDF. No sign-up, and nothing you type is uploaded.

What is a payment receipt?

A payment receipt is proof that a payment was made. It shows who paid, who received it, the amount, the date, what it was for and how it was paid. Give one for cash, for partial payments and for anything a customer may need to show later.

How to write a payment receipt in 3 steps

1. 1

   Fill in who paid and what for

   The person or business who paid, your own name or business, and what the payment is for, such as an invoice number or the item or service.

2. 2

   Enter the amount

   The amount received is written out in words for you. For a part payment, add the amount due: the receipt shows the balance still to pay and, if you like, when it is due.

3. 3

   Sign and give a copy

   Sign on screen or on paper, print two copies on one page if you like, and give one to the person who paid. Keep the other with your records.

What a payment receipt should include

• The word “Receipt” and a receipt number, so each one can be found again
• The date the money was received
• Who paid, and who received it, with a way to reach them
• What the payment is for: an invoice number, an item or a service
• The amount, in figures and in words
• How it was paid: cash, check (with its number), card or transfer
• For a part payment: the amount due and the balance still to pay
• The signature of the person who received the money

Part payments and cash

When someone pays part of what they owe, write the amount due as well. The receipt then shows the balance still to pay, and the date it is due if you add one. Give a new receipt for each payment, with its own number.

For cash, a receipt is often the only record either of you has. Count the money together, write the receipt on the spot and keep your copy. Choose “Cash receipt” as the title if you like.

Paid by check? Write the check number as the reference. Some people wait until the check clears before marking an invoice as paid.

Tips for giving receipts

• Number receipts in order (R-001, R-002…) and never reuse a number.
• Write the amount in words as well as figures, so it cannot be changed easily.
• Keep your copies together, by date, for your bookkeeping and taxes.
• For several items with prices and tax, use a sales receipt instead.
• A receipt records a payment; an invoice asks for one. Send the invoice first, then give a receipt when you are paid.

This page is general information, not tax or legal advice.