How to write a receipt for a payment

A receipt confirms that you received money. Customers need them for their records, for claiming expenses and sometimes for warranty or tax purposes, and they protect you if there's ever a dispute about whether something was paid.

What to include

• The word "Receipt" and a receipt number (for example RCT-0001).
• The date the payment was received.
• Your business name and contact details.
• Who paid: the customer's name.
• What the payment was for, ideally listing the items or referencing the invoice number.
• The amount received, and the currency.
• The payment method: cash, card, bank transfer, cheque.
• Tax details, if you're registered and the payment included tax.
• Any balance still outstanding.

Part payments and deposits

If the customer paid only part of the total, the receipt should show the total, the amount received now, any earlier deposit, and the balance remaining. That way both of you always know what's still owed.

Receipt or invoice?

An invoice asks for payment; a receipt confirms payment. If a customer pays an invoice, you can send a receipt referencing that invoice number. See the difference between quotations, invoices and receipts.

Create one quickly

Use the free receipt maker: add your details, what was paid for and the payment method, tick "Paid in full" or enter the amount received, and save as PDF. Nothing is uploaded.

Frequently asked questions

Do I need to number receipts?

It's good practice. Sequential numbers make receipts easy to find and match with payments in your records.

Can a receipt be handwritten?

Often yes, but a typed PDF receipt is clearer, easy to store, and easy to resend if the customer loses it.

How long should I keep receipts?

Keep copies for as long as your local tax rules require; many countries expect several years of records. Your accountant can confirm the period.