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Receipt template

A receipt is proof of a completed transaction, for the customer's expense claim and for your own books. Fill in the itemised receipt below; it works for a sale paid on the spot or a payment against an invoice.

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Receipt template · example

FromCopper Pot Kitchen Supply
ToWalk-in customer
CurrencyUSD
DescriptionQtyPriceAmount
Cast iron skillet, 12 inch1$54.00$54.00
Chef's knife, 8 inch1$89.00$89.00
Knife sharpening, per knife2$8.00$16.00
Total$159.00

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How to use the receipt template

  1. Enter your business and, if known, the customer.
  2. List what was sold or paid for, with quantities and prices.
  3. Record how it was paid in the notes.
  4. Save the receipt; once signed in, it is numbered and filed with the customer.

Types of receipt, and which template to use

ReceiptUsed forTemplate
Sales receiptGoods or services paid for at the time of saleThis page
Payment receiptA payment against an invoicePayment receipt template
Cash receiptCash handed over in personCash receipt template
Rent receiptRent from a tenantRent receipt template
Donation receiptGifts to a charityDonation receipt template

What makes a receipt acceptable for expenses

  • Seller name and address
  • Date of the transaction
  • Items or services and their prices
  • Total paid and the currency
  • Tax shown separately, where the seller is registered
  • Payment method

Questions

What is the difference between a sales receipt and a payment receipt?

A sales receipt itemises goods or services paid for at the time of sale. A payment receipt confirms a payment against an earlier invoice. Use whichever matches what happened.

How long should I keep receipts?

In the US, the IRS generally expects records to be kept for at least three years after you file. In the UK, sole traders keep them at least five years after the 31 January filing deadline and companies six years. In India, GST records are kept for 72 months.

Does a receipt need a number?

It should have a unique number so it can be traced. Numbers are allocated in sequence when you issue.

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