Basics
How to make a receipt (a simple guide)
A receipt is the proof that a payment was made. Whenever a customer pays you, giving them a clear receipt looks professional, keeps your own books tidy, and is sometimes legally required. Making one takes a minute once you know what belongs on it. This guide walks through exactly that.
What a receipt is for
A receipt confirms that money changed hands. You give it to the customer after they pay, so they have evidence of the purchase for their records, a warranty claim, an expense report, or their own taxes. This is the opposite of an invoice, which you send before payment to request it. If you are unsure which document you need, our guide on the difference between an invoice and a receipt covers it in full.
What every receipt must include
A complete receipt has a short, fixed set of details. Include all of these and you will not have to redo it:
- Your business name and contact details, so it is clear who the receipt is from.
- A receipt number, so you and the customer can reference the transaction later.
- The date the payment was received, which is the date that matters on a receipt, not the date of the original order.
- What the payment was for, listed as line items with a short description, quantity, and price.
- The amount paid, including any tax, shown clearly as the total.
- The payment method, such as cash, card, or bank transfer.
- A clear "Paid" marker, which is the whole point of the document.
How to write a receipt, step by step
Start with your business name at the top and a receipt number underneath. Add the date you received the payment. List what the customer paid for, one line each, exactly as it appeared on the invoice if there was one. Add tax if you charge it, and show the total that was actually paid. State how they paid, and mark the document clearly as paid. Save it as a PDF and send it to the customer or hand them a copy. That is a complete, professional receipt.
Making a receipt for a cash payment
Cash is where a receipt matters most, because unlike a card or bank payment there is no automatic record of it anywhere. If you take cash and do not issue a receipt, neither you nor the customer has proof the payment happened. Write the receipt at the point of payment, note the method as "Cash", and keep your own copy. For your bookkeeping, a cash receipt is often the only evidence that the sale took place, so treat it as essential rather than optional.
Making a receipt for a card or bank payment
Card and bank transfers create their own record, so many small businesses only issue a receipt when the customer asks. Issuing one anyway takes seconds and looks more professional. Note the method ("Card" or "Bank transfer") and, if it helps your records, the last four digits of the card or the transfer reference. Never write down the full card number.
Do you legally have to give a receipt?
It depends where you operate and how the customer paid. In many countries a business must provide a receipt on request even if it does not issue one automatically, and some require one for every transaction above a certain amount. If you are registered for sales tax, VAT, or GST, the receipt usually has to show your registration number and the tax charged. The rules vary, so it is worth checking the position where you trade once, rather than guessing each time.
Keep a copy of every receipt
Save a copy of each receipt you issue, organized by year, alongside your invoices. Retention periods vary by country, commonly falling between three and seven years, so check your local rule. A PDF in a dated folder is enough for most small businesses and turns tax time into an afternoon of admin instead of a search through drawers.
Make a receipt in a minute
You can create and download a professional receipt for free with our receipt generator, which includes every item above by default, stamps the document as paid automatically, and exports a clean PDF with no signup and no watermark. If you still need to bill the customer first, use the invoice generator to send the invoice, and see how to invoice a client for the full process.