Receipt Templates

Receipt Templates serve as documentation of a payment submitted to a Vendor, Service Provider, Manufacturer, or other Business Entity. Typically, the Issuer of the receipt will draw up this verification of payment only when funds have been successfully submitted however, some Businesses (i.e Dry Cleaners) may require it during the service process thus releasing an incomplete document to be completed upon payment. This paperwork is considered invaluable when proving that a payment was submitted for the completion of services or the supply of specific merchandise not only for the Issuing Entity and the Client but for Third Parties who wish to see such proof. Tax Entities and Employers are the most likely to request that money was paid by the Payer that is listed on this paperwork in the amount that is documented. This can aid your Clients in gaining reimbursements or tax deductions. In many cases, when such paperwork is easy to obtain, there is a high likelihood that a Client will return when the same service or product is required in the future.

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Bill To

Amount Paid $0
Line Item

By Type

  • Business Receipt
  • Car (Vehicle) Receipt
  • Cash Payment Receipt
  • Cleaning Receipt
  • Delivery Receipt
  • Deposit Receipt
  • Donation Receipt
  • Employee Handbook Receipt
  • Event Payment Receipt
  • Gift Receipt
  • Hotel Receipt
  • Itemized Receipt
  • Medical Bill Receipt
  • Paid-in-Full Receipt
  • Receipt Book
  • Rent Receipt
  • Sale Receipt
  • Service (Labor) Receipt
    • Babysitting (Nanny) Receipt


How to Write in PDF and MS Word

Download: Adobe PDF or Microsoft Word (.docs)

Step 1 – Save The Receipt Template As A PDF Or Word File

Obtain this template needed to document received payments by selecting the “PDF” or “Word” button. The Receipt Template can also be accessed with either of the text links above (“Adobe PDF” or “MS Word (.docx).”


Step 2 – Identify The Company Issuing This Receipt

The field at the top of this page (populated with the words “Company Name”) should be cleared of its content. Once done, type in the legal name of the Business, Company, or Sole Proprietorship that has received payment as the new content for this text box.  The “Name” of the individual issuing this receipt must be recorded on the blank line under the Paid Company’s Name.  Continue through this portion of the receipt header with the “Street Address” and “City, State, Country” in the Paid Company’s mailing address.    The postal code attached to the address of the Paid Company’s address should be supplied to the “Zip Code” line. In addition, the business telephone maintained by the Paid Company should be displayed here. Furnish this number to the blank line labeled “Phone.”  Finally, the “E-Mail” line will request the Paid Company’s customer service email address. Produce this content to complete the header.


Step 3 – Assign The Appropriate Receipt Filing Information

Many Clients will appreciate having a receipt number assigned to this record as a convenient measure to identify its place in the filing system used (by either Party). Enter this document identification number on the “Receipt #” line.  The calendar “Date” of this receipt’s generation should be disclosed on the “Date” line (on the right). Generally, this will be assumed to be the calendar month, day, and year that payment was received.


Step 4 – Attach The Payer As The Recipient Of This Paperwork

The Customer or Client who has received (or is entitled to) the paid goods and services this receipt will document must be named on the first line in the “Customer/Client Information” section. Record the full “Name” of this entity on the first blank line provided.  The three lines continuing this area are set to receive the components making up the billing or mailing address the Client or Customer wishes his or her formal mail received. There will be a line reserved for the building number, street, suite number (labeled “Street Address”), and one held over for the Client’s “City, State…,” and “…Country” then, a third provided to receive the appropriate “Zip Code.”  Generally, identifying an Entity with its means of contact will require that Party’s “Phone” number and “E-Mail.” Document these methods of communication maintained by the Client on these lines. 


Step 5 – Define The Purchased Goods Or Services

The goods or the work the Client paid for must be documented along with the amounts involved. This receipt will handle the task of presenting a record of such items before discussing any of the involved pricing. Thus, record each bought good or service that has been paid for by the Client in the “Description” column of the table displayed on this page.  Continue by recording how many units of each piece of merchandise reported being purchased in the second column on the same row. If the first column has been furnished with a log of work dates then report the number of hours or days of paid service received. 


Step 6 – Disclose The Figures Contributing To The Paid Amount

Naturally, a unit cost or a pay rate will have been applied by the Paid Company to the “Quantity” you recorded. This “Rate ($)” should be recorded as a dollar amount expected for one item or time unit of the purchased goods (or work time). For instance, if the Client ordered five copies of a book, report the price of one book unit (i.e. hours, days, etc.) whereas if you recorded that five hours of work were done in the first column, then record the expected compensation of only one hour.  The final column (“Amount”) will make use of the two numbers on each row. That is, multiply the number entered in “Quantity” with the dollar amount reported in “Rate($).” The resulting number will be the base dollar “Amount” that was expected by the Paid Company for the time or products discussed in the initial column of this table. Work across each row when reaching this result. Our attention shall now move down the final column of the receipt table. Add all dollar amounts you have calculated in the final column then report this sum as the receipt’s “Subtotal”  If a “Discount” has been applied to the concerned Client’s purchases, then it will need to take its effect on the “Subtotal” you recorded. Calculate whatever “Discount” effects the “Subtotal” then input it to the “Discount” box.  The “Tax/VAT” field also requires a calculation that effects the “Subtotal.” All required sales, service, or value-added taxes that are required by the governing tax codes for this business must be produced as the content of the “Tax/VAT” field. Note, the “Subtotal” must have any applicable discount subtracted before considering it a taxable amount.  Subtract the “Discount” from the “Subtotal” then add the resulting numeral to the “Tax/VAT” figure.  This will be the “Total” that was owed on this receipt. 


Step 7 – Additional Notes Can Be Submitted For Documentation

The “Notes” area to the left of your calculations should be used to present additional materials or document titles for attachments that must be received with this receipt of payment.


Step 8 – Discuss The Payment Behind This Receipt

A basic statement will serve to verify the payment that was received. Locate the words “The Total Amount Of…” then record the dollar amount submitted by the Customer. Note, this does not have to be the same dollar amount listed in “Total” (i.e. the Customer may be on a payment plan) but it must reflect how much money was received by the Paid Company from the Customer.  The second empty line, following the words “…Was Paid By,” requires the full Name of the Paying Client or Customer entered.  Finally, record the date when this payment was submitted by the Customer on the final blank line. Note, in cases where the payment is a check or a credit card, the date the Customer submitted it may be different from the “Date” the funds were received.  The section beginning with the words “Payment Method” presents four checkboxes. You may use as many of these as necessary to define how payment was submitted. For instance, if the Customer paid with a credit card then mark the “Credit Card No.” box and enter the credit card number used on the blank line.  If a check payment was submitted, then mark the “Check No.” box then report the number (typically in the upper right of the check face) identifying the check in the Payer’s files on the blank line provided.  Mark the “Cash” checkbox if the Client submitted any cash money as payment.  Finally, if none of these were submitted by the Client to pay for the items or time that was billed, then mark the final checkbox and define the method of payment on the blank line provided. 


Step 9 – The Client Must Submit Authorization For This Receipt

The Party who has submitted payment (i.e. the name on the credit card or signature party on a check) must sign the “Customer’s Authorized Signature” line as an acknowledgment of the information above and the method of payment. 


How to Write in MS Excel

Download: Microsoft Excel (.xlsx)

Step 1 – Acquire The Receipt Template As An Excel Document

The “Excel” button or “Microsoft Excel (.xlsx)” link are set on this page to enable a direct download of the Receipt Template as a spreadsheet.

Step 2 – Produce Receipt Issuer As The Payee

The image the Payee Company presents to the public for quick identification and recognition is expected in cell A1. Select this field then using “Insert” from the MS Menu, upload the illustration or image filed used as the Payee’s logo. 

This sheet also makes a formal presentation of the Payee’s “Company Name” a requirement. Furnish the legal “Company Name” of the Business Entity receiving payment in cell A2. 

The “Name” of the Payee Company Employee who can verify the receipt of this payment and issuing this paperwork to the Paying Client as a response must be identified in cell A3.  Input the Payee’s mailing address as a building and street number (if applicable include the suite number) in cell A4, the accompanying “City, State, Country” in cell A3, and the appropriate postal code in cell A4.    The Payee Company’s official “E-Mail” address and its “Phone” number must be recorded along with the above address information. Therefore, fill in cells A7 and cell A8 with the material each one requests. 


Step 3 – Furnish The Filing Requirements For This Receipt

The receipt number assigned by the Payee to define the received payment in its records should be input in cell F3 underneath the words “Receipt #.” Note, if a POS (point of sale) system is used to generate receipt numbers as they occur, then, depending upon compatibility, you may be able to link the generation to occur automatically to this cell. Consult with your System Administrator or the Company Help Desk regarding this subject.

Cell H3, adjacent to the receipt number reported, requires a “Date” entered. This field expects documentation of the calendar month, the two-digit day, and the two-digit or four-digit year of this receipt’s generation. In most cases, this will be the same day the Payee received the Payer’s funds. 


Step 4 – Discuss The Customer Or Client That Has Submitted Payment

Next, report the full name of the Paying Customer in cell A11 of the “Customer/Client Information” section then continue with his or her full mailing address. Report the Receipt Payer’s address using cell A12 (“Street Address”), A13 (“City, State, Country”), and A14 (“Zip Code”).

The Paying Customer’s “E-Mail” address and “Phone” number should be documented in cells A15 and A16 (respectively). 


Step 5 – Produce Some Details Concerning The Paid Items

Cell A19 is the first cell of a table this sheet provides to define the purchase that has been made. This cell is in the “Description” column where each purchased item (whether it is the Payee’s merchandise or service time) should be discussed on a separate row.  This table continues to the right where the number of paid items must be recorded. Locate cell F of this table (labeled “Quantity”) then produce this number accordingly. 


Step 6 – Finalize The Figures That Contributed To The Owed Amount

The “Rate” applicable to the reported “Quantity” should be recorded on each row you have supplied information to. This number should be entered as a dollar amount representing how much a single purchased unit costs. This figure will participate in a formula this receipt uses to complete the amounts owed for the products or service time revolving around this transaction including before and after taxes.  Two remaining cells in the H column will require attention before this table can be complete. Any “Discount” that must be subtracted for the tax-less “Subtotal” must be recorded in cell A29  All taxes that were part of the payment the Client submitted must be furnished in cell A30 (“Tax/VAT”).   


Step 7 – Discuss The Amount Paid By The Client

Cell A32 contains a basic statement designed to discuss the payment that was received by the Payee Company. Three items in this sentence will need to be replaced with information dealing specifically with the payment that has been received. First, replace the first set of parentheses “([$])” should be removed and replaced with the exact dollar amount received by the Payee.  Next, replace the second set of parentheses with the full “Name” of the Payer.  Finally, remove the object “[Date]” and supply the exact “Date” of the received payment. 


Step 8 – Report On The Payment Method

Next, four checkboxes, each with a defined payment method, are presented in the next section (under the term “Payment Method”). Each checkbox attached to a term that can be used to define the payment should be marked and any information requested supplied. If the Client paid with a “Credit Card No.” then mark cell A35’s checkbox and record the credit card number used where it is requested.  If a check was used, mark the checkbox in cell A36 making sure to record the “Check No.” used. Similarly, if the payment amount was submitted as cash then mark the “Cash” checkbox in cell F35.  If the payment cannot be described in any of these ways, then select “Other” by marking the cell F36’s checkbox. 


Step 9 – Obtain The Customer’s Signature

Cell A37 (labeled “Customer’s Authorized Signature”) will be required to complete this receipt since the act of signing will prove that this was an intentional payment by the Signature Party.