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Payment receipt template

A payment receipt tells the customer their money arrived and what it paid for. Link it to the invoice it settles and note any balance still owed, and both sides' records agree.

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Payment receipt · example

FromLakeshore Web Studio
ToOkoro Family Dental
CurrencyUSD
DescriptionQtyPriceAmount
Payment for invoice INV-0217: website maintenance, July to September. Bank transfer, ref 884120931$900.00$900.00
Total$900.00

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How to use the payment receipt

  1. Enter your business as the receiver and the customer as the payer.
  2. Describe what the payment was for, with the invoice number.
  3. Note the date, the payment method and the transaction reference.
  4. Save it; sign in to record the payment against the invoice.

Payment receipt fields

FieldExample
Receipt numberAllocated in sequence when issued
Date receivedThe date the money cleared
Received fromThe customer's legal name
AmountIn figures, and in words for cash or cheque
MethodBank transfer, card, UPI, cheque, cash
ReferenceTransaction ID or cheque number
ForInvoice number and what it covered
BalanceAnything still owed after this payment

Part payments and deposits

When a customer pays in instalments, issue a receipt for each one and show the running balance. For a deposit taken before any invoice exists, describe it as a deposit against the quote or order number, then deduct it on the final invoice.

Questions

What should a payment receipt include?

Receipt number and date, who paid and who received, the amount and currency, the payment method and reference, what it was for, and any balance remaining.

Is a bank transfer confirmation enough?

It proves money moved, not what it was for. A receipt ties the payment to the invoice, which matters for part payments and audits.

Can I issue a receipt for a part payment?

Yes. State the amount received, the invoice total and the balance outstanding.

Does a payment receipt show tax?

Not usually; the tax is on the invoice. Where tax falls due on an advance, as for services in India, issue a receipt voucher showing the tax instead.

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