Free payment receipt template

What’s on this payment receipt template

The PDF prints two identical receipts on one US letter page. Fill in both, give one to the customer and keep one. Each receipt includes:

• Your business details, a receipt number and the payment date.
• Received from: the customer’s name.
• Amount received, in figures and in words.
• Payment method boxes for cash, check (with number), card, bank transfer, PayPal and other.
• What the payment is for, with the invoice number.
• Invoice total, previous payments, this payment and balance remaining.
• A “received by” signature line.

Receipt for payment example

In this example, a check covers half of a $480 invoice.

The receipt confirms the $240 that actually arrived. Listing the invoice total, earlier payments and the balance remaining means nobody can read it as payment in full, and the check number lets both sides trace the payment if it doesn’t clear.

How to fill in the receipt template

1. Confirm the money first. Count cash in front of the customer or check that the transfer has landed.
2. Number the receipt and write the date you received the payment.
3. Write the amount twice, in figures and words, so it can’t be altered.
4. Tick the payment method and add the check number or transfer reference.
5. Fill in the invoice lines if the payment is toward an invoice, ending with the balance remaining.
6. Sign it, especially for cash, and keep the second copy with the invoice.

When to use a payment receipt

Use one whenever a customer pays you and might later need proof: cash payments, deposits, partial payments, and payments a customer will claim back from an employer or landlord. For card payments the processor’s slip proves the transaction, but your receipt still records what the payment was for.

For a full walkthrough, read how to make a receipt. If you send receipts often, the receipt maker records the payment against the invoice, updates the balance and sends the receipt as a PDF in one step.