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Sales receipt template

A sales receipt records a sale that was paid on the spot, so nothing is left owing and no invoice follows. It lists what was bought, the sales tax collected and how the customer paid, and it is what they bring back if they return something.

Free to createNo account neededUnited States format

Sales receipt · example

FromTwo Rivers Bike Co.
ToWalk-in customer
CurrencyUSD
DescriptionQtyPriceAmount
Hybrid bicycle, 21-speed, medium frame1$549.00$549.00
Cycling helmet, adult M1$59.00$59.00
U-lock with cable1$35.00$35.00
Total$694.44

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How to use the sales receipt

  1. Enter your store name and address; add the customer if you have their details.
  2. List each item with quantity and price.
  3. Set your combined state and local sales tax rate on the taxable lines.
  4. Note the payment method and your return policy, then save.

What a sales receipt shows

  • Store or business name, address and phone
  • Receipt number, date and time of sale
  • Each item with description or SKU, quantity and price
  • Discounts and coupons, shown as their own amounts
  • Subtotal, sales tax and total paid
  • Payment method: cash, card with the last four digits, or mobile wallet
  • Change given, for cash sales
  • Return and exchange policy

Sales receipt, invoice or payment receipt?

For example, a bike shop sells a hybrid bicycle at 549.00, a helmet at 59.00 and a lock at 35.00. At a sample combined sales tax rate of 8%, tax on the 643.00 subtotal is 51.44 and the customer pays 694.44.

DocumentIssued whenLeaves a balance owing?
Sales receiptGoods or services are paid for at the time of saleNo
InvoiceGoods or services are supplied now and paid for laterYes, until paid
Payment receiptA payment comes in against an earlier invoiceOnly after a part payment

Questions

When do I issue a sales receipt instead of an invoice?

When the customer pays in full at the time of sale. If they will pay later, issue an invoice; when that invoice is paid, a payment receipt confirms it.

Which sales tax rate goes on the receipt?

The combined state, county and city rate for where the sale takes place: your store for counter sales, and usually the delivery address for goods you ship. Show tax as a separate amount unless your state allows tax-included pricing.

Does the receipt need the customer's name?

Not for an ordinary retail sale. Add it when the customer asks, for warranty registration, or for a business buyer who needs it for expense records.

How is a sales receipt recorded in the books?

As a cash sale: income and sales tax collected, with the money going straight to the bank or the till. Nothing is posted to accounts receivable, because nothing is owed.

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