Home Business How to Write a Payment Receipt Template: A Step-By-Step Guide

How to Write a Payment Receipt Template: A Step-By-Step Guide

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Every real business should issue a payment receipt template. They are used to confirm that the client has paid for the products and services. They are essential for bookkeeping, accounting, and auditing purposes.

When it comes to receipts, they can do so much more than just confirm payment. In this article, we’ll look at different types of receipt payment templates that you can write. They are easy, straightforward, efficient, and informative.

The Difference Between an Invoice and a Payment Receipt

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If you are running a business, receipts and invoices will be a part of your day-to-day activities. These documents may appear similar at first glance, but their contents and purpose are quite different.

Let’s take a brief look at the invoice.

What is an invoice? Well, it’s a simple way of collecting payment from customers and clients for the business. If you sell an item, and don’t collect payment immediately, you can send an invoice to that customer. The same can be said about a service being offered.

Whether you’re selling goods or services, you can send your customers invoices to receive the payment at a later date.

On the other hand, a payment receipt is sent to your customer as an acknowledgment that payment has been received.

So, the main difference between the two documents is the point at which they come into play when dealing with a client. An invoice is used for a payment request, while a receipt template is proof of payment.

What is a Payment Receipt?

A payment receipt is used to generate various receipts depending on your need. This could include sales receipts, rent receipts for a business, itemized receipts, or general receipts. A receipt of payment is usually given to someone as evidence of their purchase.

Payment receipts are important for bookkeeping in a small business.

A receipt should have information about a purchase or payment, the time, and date it occurred, items and services that were included, the reason for purchase, the number of items, and information identifying the seller. A receipt template should be generated immediately after purchase and both parties should get one.

Some companies send an invoice and stamp it as “paid” as an alternative to a payment receipt.

Types of Payment Receipts

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When you are making a purchase, it is usually a good idea to ask for a receipt. It makes perfect sense to have a record showing what the purchase was for, when, and to whom.

This documented information can be very useful later if a dispute comes up or if a return, refund, or exchange is requested. The seller, landlord, or merchant is usually responsible for providing this receipt to the purchaser. The types of receipts are as followed:


A rent payment receipt lists the name of the person paying, the amount of rent, the property address, how it was paid, and when it was paid. It should be signed by the agent or landlord. Both parties, the landlord and renter, should keep a copy of the rent payment receipt.


A cash receipt template is usually provided at the end of a sale. It uses information from the purchase and is used as evidence of payment. It normally contains the business name and address, the date of sale, the customer’s name, information on what was sold, the payment method, and the amount paid for the item or service.


A simple receipt template is utilized when you are unsure which type of receipt to use for a purchase. It should contain a receipt number, the date of purchase, the name of the person paying, the reason for payment, the amount paid (listed in words and dollars), and how payment was made. It should be signed by an agent of the company receiving the payment.

Thank you, Letter/ Donation

When a donation is made to an entity, a thank you letter or receipt template (stating the amount) is usually sent to the sponsor. Depending on the amount, the donor can receive a tax credit from the donation. The receipt template normally contains the sponsor’s name, the organization that received the payment, when the money was received, and the amount donated. You can add a personal touch by stating how the money will be used.

Packing Slip

This type of payment receipt, also known as the delivery receipt template, is used as proof that a shipment has been made. It normally has ‘Packing Slip’ at the top of the receipt. It includes the date of purchase, the name and address of the customer, the name and address of the business, a packing slip number, items being shipped, how many items and the associated price, and the total price paid.


A black payment receipt template may be altered or customized into any payment receipt by a business. It includes all the basic components such as the amount being paid, how it’s paid, the purpose for payment, details about the sender and receiver, and other customizable details that can be added.


A deposit receipt template is used to document how much money is deposited into an account or how much money is used as a down payment for a vehicle, property, or other items. This receipt should list the name and address of the sender and receiver, the type of deposit, how much was paid, the payment date, and the signature of the person receiving the deposit.


A hotel receipt template is used to verify how someone pays to stay at a hotel. It is an important document as the individual can use it to get reimbursed by their employer.

Taxi or Rideshare

A taxi receipt template is handed out by the driver of a taxi/rideshare. It shows how much the passenger paid, the distance traveled, and the time of travel. Passengers can use the receipts for tax purposes.

How to Fill Out a Payment Receipt

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Receipts are a daily part of life. You can’t live without them, whether it is a physical receipt or an online receipt. They are important because they serve as proof of payment.

Payment Receipts are simple to complete. Simply fill in the elements listed below in order, and you are good to go.

1. The address and name of the individual making the payment
2. The address and name of the individual or business receiving the payment
3. The payment date
4. The amount paid
5. The receipt template number
6. How the payment was processed
7. The purpose of the payment
8. Initials or signatures of the individual who received the payment

These are the basic elements that most receipt templates should have.

How to make a cash receipt template appear professional?

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The most important thing to remember when creating your receipt template is organization. Ensure your receipt is properly organized. You will also want to post your business name and contact information. This will make it easy for the customer to contact you again if they decide to purchase something from you again.

Generally, the best way to create a professional receipt is to use a receipt maker or use a pre-made cash receipt template. These tools are more efficient, and they allow you to skip the hassle of creating your receipt from scratch. The only thing you need to worry about is filling in the right information. Luckily, we provide some of the best pre-made Cash Receipts there are.

How and when should you use a receipt?

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Payment receipts should be distributed for every good or service bought from your business. You can print a physical receipt immediately after the customer makes a purchase or you can email the receipt to the customer in PDF format. For every transaction that is made, a receipt should be given to the customer as a point of reference.

How to organize Receipt Templates?

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Receipts are normally used as evidence of payment. But they can be used for so much more. Occasionally, you might want to revisit your old cash receipts to calculate and estimate your income or how much you have spent so far. You might also need it for when you are being audited. It might be easy at first, but what do you do when the receipts start piling up?

As your payment receipts start piling up, it will become increasingly harder to find the right files and keep track of your payments. That’s when you might consider using proper invoicing software. You should consider using electronic receipts to keep track of your inventory.

Final Thoughts

Receipts of payment accomplish their purpose even if they aren’t flashy, so long as it contains a little necessary information.

But if you’re operating a business, they need to serve a bigger purpose. They play a big role in communicating with your customers, establishing your brand, and making life and paperwork much easier.

Having a great receipt template that is effective and well-written will make your goals easier to achieve. So, be sure to try out our pre-made receipt templates and start reaping the benefits now.