How to fill out this cash receipt
- Download the cash receipt template in Word, Excel or as a fillable PDF, or fill it in online below.
- Add your business name and contact details, then the name of the person who paid. Give the receipt a unique number and the date.
- List what the cash paid for: each service or item with its price.
- Check the amount paid against the cash you counted. If it was a part payment, enter the amount and the receipt shows the balance.
- Print two copies, sign the “Received by” line on both, and give one to the customer.
What’s in this cash receipt template
- Sample lines for a yard job: lawn mowing, hedge trimming and a haul-away fee, $120 in total
- Received from, From and Payment sections, with “Paid by Cash”
- Receipt number and payment date
- A “Received by” signature line in the notes
- Totals that calculate themselves in Excel and the fillable PDF
- Prints on one US Letter page
Online generator
Change the line items, add your logo and download a ready PDF. No sign-up, nothing to install, and your draft stays in your browser.
- Send invoices as a link clients open on any device
- See which invoices are paid, sent or overdue
- Track your income in one place
Example
This is the sample cash receipt from the template: lawn mowing, hedge trimming and a haul-away fee, $120 in total, paid in cash, with a line for the signature of whoever received the money.
| Line item | Amount |
|---|---|
Lawn mowing Front and back yard | $55.00 |
Hedge trimming | $40.00 |
Yard waste haul-away | $25.00 |
Notes: Paid in cash. Received by: ____________________
Receipt checklist
A cash payment leaves no bank record, so the receipt is the only proof for both of you. Write it on the spot, keep a copy and sign it, so there’s never a question about whether the money changed hands.
- Your business details. Your name or business name, address and phone or email, so the customer knows who was paid.
- Who paid. The customer’s name, plus an address or email if you have it.
- Receipt number and date. A unique number in sequence (0001, 0002…) and the date the payment came in.
- What was paid for. Each product or service on its own line with quantity, price and amount.
- Tax and total. The subtotal, any sales tax or discount, and the total.
- Amount paid. What you received. For a deposit or part payment, add the balance still due.
- Paid by cash. Say it was cash. There’s no reference number, which is why the signature matters.
- Signature. “Received by” and your signature, on your copy and the customer’s.
Good to know
Cash is fast, but it’s easy to lose track of. These habits keep cash payments on the record.
Write it on the spot
Fill in the receipt when you take the money, not later. Count the cash in front of the customer and write the exact amount.
- 2 copies
Two copies, both signed
Give one copy to the customer and keep one for yourself. Sign the “Received by” line on both.
- 0001
Number them in order
Use numbers in sequence and don’t skip any. If you spoil one, mark it void and keep it, so every number is accounted for.
Record it as income
Cash payments are taxable income like any other. Keep your copies with your business records; the IRS generally asks you to keep records that support your income for at least 3 years.
Deposit it regularly
Bank the cash regularly and keep the deposit slips with the receipts. Matching the two makes your books easy to check.
Formats
Cash receipt template in Word
Best if you want to change the layout or fonts or add your logo. Edit the text, then save it as a PDF before you send it.
Download .docxCash receipt template in Excel
Amounts, the total and any balance update as you type, and there’s a sales tax row. Handy for receipts with many line items.
Download .xlsxFillable PDF cash receipt template
Type straight into the fields in Chrome or Adobe Acrobat and the totals add up. The layout stays fixed, so nothing shifts by accident.
Download .pdf
Template or app
A template is fine for the odd receipt. If you bill clients every month, Onigiri keeps your clients, invoices and payment status in one place.
| Onigiri | Free receipt template | |
|---|---|---|
| Price | Starting at $0 | Free |
| Edit it and save a PDF | ||
| Invoice link your client opens on any device | ||
| Invoice marked Paid when the client pays by card | ||
| See which invoices are paid or overdue | ||
| Saved clients for the next invoice | ||
| Income tracking | ||
| Works in Word, Excel and PDF |
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