Receipt Template

• Purpose: A receipt acknowledges that the buyer paid and signals that the transaction has been completed. It acts as proof of purchase for the buyer. An invoice requests payment from the buyer for the services or goods the seller provided.
• Details Included: These documents include similar information, such as the goods/services rendered, the date, and the cost. An invoice will include the due date and the seller’s contact information, while a receipt will include the payment method the buyer used to complete the transaction.
• Timing: A seller distributes an invoice before payment, while they distribute a receipt after payment.

Cash Receipt

• Purpose:  Acknowledges a cash payment for goods or services.
• Contents: The transaction date, the amount paid, clarification that the buyer made the payment in cash, a description of goods/services provided, the name of the person who made the payment, the name of the entity receiving the payment, and a receipt number.

Sales Receipt

• Purpose: Documents a sale right when it occurs and shows proof of goods or products someone purchased.
• Contents: The date of purchase, an itemized list of products/services sold, prices, the total amount paid, the payment method, seller’s details, and buyer’s details.
• Related Documents:
  • Bill of Sale: This form of documentation formalizes the transfer of ownership from the seller to the buyer, particularly in transactions involving valuable items or property.
  • Sale and Purchase Agreement: This is a more comprehensive document that outlines the terms and conditions of the sale, including price, delivery details, and any contingencies.

Donation Receipt

• Purpose: A donation receipt notifies donors that an organization received their gift and shows proof of a donation to a charity, which is a tax-deductible expense.
• Contents: The transaction date, recipient details, donor/payer information, amount, a description of the contribution, and a statement confirming that the donor didn’t receive any goods or services in exchange for their donation.

Rent Receipt

• Purpose: Acknowledges a tenant’s payment of rent.
• Contents: Date of payment, the rental period covered, the amount paid, the property address, landlord/property manager’s name, tenant’s name, and payment method.

Service Receipt

• Purpose: Documents the payment of services contractors, laborers, and freelancers offer.
• Contents: The date of service, service provider details, client information, a description of services, the total amount paid, the payment method, and client information.
• Related Documents: A service contract or estimate might detail the services provided and their cost.

Step 1 – Record the Date

Recording the date when the transaction occurred can help ensure you have the proper evidence if a dispute arises. For example, you can confirm a buyer’s right to return an item within a certain number of days.

Step 2 – Designate a Receipt Number

It should have a unique identifying number to help separate them from other transactions. This is especially important when receipts look identical or similar between customers.

Step 3 – Include the Account Number and Purchase Order Number

If a customer on a transaction has an identifying account number, include it on the document.

If it is for a transaction that fulfills a purchase order, you should also include that purchase order number.

Step 4 – Record the Seller’s Contact Information

Include the following identifying contact information for the seller:

• Name
• Business address
• Telephone number
• Fax number
• Email
• Other contact information, if applicable

Step 5 – Write the Billing Address and Delivery Address

Write the customer’s name, address, and telephone number.

There should also be a separate section for a delivery address, as the customer may want the business to deliver the product to a location different from the one on the billing address.

Step 6 – Provide a Description of Goods or Services

Include a description of the goods or services rendered to the customer. The description of goods should be sufficient to identify what the customer purchased. It should also include essential information such as the following:

• The quantity of particular goods sold
• The unit price for each good
• The total cost of the goods sold

You can also include a subtotal, sales tax information, relevant discounts, and shipping costs. Accounting for all these costs and fees lets you determine the total amount the customer owes.

Step 7 – Explain the Receipt of Payment

Indicate how much money the seller received. The total amount should identify the date it was paid and the method of payment, such as:

• Cash
• Check
• Money order
• Credit or debit card
• Mobile payment service

You can scan paper documents in one of two ways. The first is to use a designated mobile app, which allows you to capture an image and convert it to your desired file type.

The second way is to use a physical scanner to save the image to your computer. From here, you can also convert the image to your desired file type.