How to write a receipt
- Enter who was paid. Your business name and contact details go in Received by.
- Enter who paid. The customer's name, and their address if they need it for expenses.
- Record the payment. Set the payment date and method (cash, card, bank transfer). Link the invoice number if there was one.
- List what was paid for. Itemise products or services so the customer can claim or return them.
- Download the PDF. Send it by email or print it. Keep a copy for your own records.
What a receipt should show
- Receipt number and date of payment
- So both sides can match it to bank records.
- Amount and payment method
- Cash, card (last four digits), cheque or transfer reference.
- Seller details
- Business name and, where relevant, tax registration number.
- What was bought
- Items or services, with any tax shown separately.
Frequently asked questions
What is the difference between an invoice and a receipt?
An invoice asks for payment. A receipt confirms that payment has been made. You usually send an invoice first and a receipt once the money arrives.
Do I need to give a receipt for cash payments?
It is good practice and often expected. A receipt is the customer's only proof that they paid in cash.
Can a receipt include tax?
Yes. Turn on tax to show the rate and amount. In VAT and GST countries, a receipt with tax details may count as a simplified tax invoice for small amounts.
Is the PAID stamp added automatically?
Yes. Every PDF from the receipt generator carries a PAID mark next to the total.