A receipt is written proof that a customer has paid you. It should show who was paid, who paid, how much, what for, when and how. You can make one for free in a minute with an online receipt generator and send it as a PDF or print it.
- The word “Receipt” and a unique receipt number.
- Your business name and contact details (and tax number, if you have one).
- Who paid — the customer’s name.
- The date the payment was made.
- What it was for and the amount paid (with tax shown, if you charge it).
- How they paid — cash, card, bank transfer — and any reference, such as the invoice number.
Receipt vs invoice
An invoice asks for money; a receipt confirms you got it. If a customer pays on the spot — in a shop or after a service — you only need the receipt. If you sent an invoice first, the receipt should point back to it (“Reference: INV-0012”), so both of you can match the payment to the bill. For the full picture, see quote vs estimate vs invoice.
Example receipt
Continuing the example from our invoice guide: the café pays the designer’s invoice INV-0012 by bank transfer.
| From | Northwind Studio · 12 Market Street · [email protected] |
|---|---|
| Received from | The Corner Café |
| Receipt no. | RCT-0007 |
| Date paid | 17 October 2026 |
| Payment method | Bank transfer |
| Reference | Invoice INV-0012 |
| Description | Amount |
|---|---|
| Logo and menu design, as invoiced (INV-0012) | $388.80 |
| Total paid | $388.80 |
A clear PAID mark and a short thank-you line finish it off.
Common kinds of receipt
- Cash receipt: for cash sales. Especially important, because cash leaves no bank record — the receipt is the only proof for both of you.
- Rent receipt: the tenant’s name, the property, the period paid for (“Rent for October 2026”), the amount and the date.
- Deposit or part-payment receipt: the amount actually paid now, what it’s for (“Deposit for order 1043”) and, ideally, the balance still owed.
- Sales receipt: each item bought with quantity and price, tax and the total — like a till receipt.
How to make a receipt in a minute
These steps use the free TaskingMint receipt generator — no sign-up, and it works on your phone.
- Add your business details once Name, address, contact details, tax number if you have one, and your logo. They are remembered in your browser for next time.
- Add who paid and when The customer goes under Received from, and the Date paid is the day the money arrived.
- Say how they paid Pick or type the Payment method — Cash, Card, Bank transfer, Cheque or Online payment — and add a Reference such as the invoice number or a bank transaction code.
- Add what was paid for One line per item or one line for the whole payment. Add tax or a discount if needed; the total shows as Total paid.
- Add your policy (optional) In Terms & conditions, add a returns or exchange policy — or tap a ready-made line such as “Goods can be exchanged within 7 days with this receipt”. Tick Signature boxes for a “Received by” signature.
- Download or print Click Download PDF to send it by email or WhatsApp, or Open / print to print it for the customer.
Sent an invoice already? Open it in the invoice generator and click Receipt at the top of the form — the customer and items stay. Just add the payment method and put the invoice number in Reference.
Make a receipt now
Free, no sign-up, any currency. A clean PDF receipt with a PAID mark in a minute.
Good habits with receipts
- Number receipts in order (RCT-0001, RCT-0002…) and never reuse a number.
- Issue the receipt when the money has actually arrived — for cheques or transfers, once they’ve cleared.
- Keep a copy of every receipt you give out, in one folder, for your records and your tax return.
- Write what the payment was for in plain words, so either of you can understand it a year later.
A note on tax: what a receipt must show, and whether you must issue one, depends on your country and whether you’re registered for tax. This guide covers good practice; for the exact rules, ask your local tax office or an accountant.
Questions people ask
What is the difference between a receipt and an invoice?
An invoice asks for payment. A receipt confirms that payment has been received. You send the invoice first and the receipt when the money arrives — or just the receipt for a sale paid on the spot.
Is a handwritten receipt valid?
In most places, yes, as long as it shows the key details: who was paid, by whom, how much, for what and when. A printed or PDF receipt is easier to read, harder to dispute and easier to keep.
Do I have to give my customers a receipt?
In many countries customers have the right to ask for one, and businesses registered for tax often must issue one. The exact rules depend on where you are — check with your local tax office.
Can I send a receipt by email or WhatsApp?
Yes. Download the receipt as a PDF and send it as an attachment. A PDF looks the same on every device and is easy for the customer to keep.
How do I write a receipt for a part payment?
Write the amount actually paid, say what it was for (for example “Deposit for order 1043” or “Part payment for invoice INV-0012”), and, if you like, the balance still owed in the notes.
How long should I keep copies of receipts?
Keep a copy of every receipt you issue. Tax offices in many countries expect records to be kept for several years — commonly five to seven — so check the rule where you are.
Related tools
- Receipt generator — free PDF receipts with your logo and a PAID mark.
- Invoice generator — ask for payment, then switch to a receipt in one click.
- Quotation generator — price the job before you start.
- Invoice vs receipt vs bill — what each one is for.
- Rent receipt template — an example receipt for landlords and tenants.
- Cash payment receipt sample — wording for full, part and deposit payments.