How to fill out this itemized receipt
- Download the itemized 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 customer’s name. Give the receipt a unique number and the date you were paid.
- List each item or service on its own line: what it was, the quantity and the unit price. Keep labor, parts and fees on separate lines.
- Add sales tax if you charged it, then the payment method, such as “Card ending 4242” or a check number.
- Download the PDF and send it to the customer, or print it and hand it over.
What’s in this itemized receipt template
- Sample lines for a repair job: two hours of labor, the part, supply lines and a trip charge
- Received from, From and Payment sections for the customer, you and how they paid
- Receipt number and payment date
- Subtotal, an 8.25% sales tax row you can change, the total and the amount paid
- Totals that calculate themselves in Excel and the fillable PDF
- A notes line for warranty terms or a thank-you
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 itemized receipt from the template, line by line: two hours of labor at $85, the faucet, the supply lines and a trip charge. The Word, Excel and PDF versions add 8.25% sales tax on top.
| Line item | Amount |
|---|---|
Labor: kitchen faucet replacement Remove old faucet, install and test | $170.00 2 × $85.00 |
Kitchen faucet Pull-down, stainless | $189.00 |
Braided supply lines Pair, 20 in | $18.50 |
Trip charge | $45.00 |
Notes: Thank you for your payment! Parts carry the manufacturer's warranty; labor is guaranteed for 90 days.
Receipt checklist
An itemized receipt shows each thing the customer paid for, line by line, instead of one total. Customers ask for one when they need to claim the cost back, such as an expense report, a warranty or a reimbursement, so every line should be clear on its own.
- 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.
- Each item on its own line. The product or service, quantity, unit price and amount. Keep labor, parts and fees apart.
- 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.
- Payment method. Cash, check, card or transfer, with the check number or the card’s last 4 digits.
Good to know
A few habits make itemized receipts easy to read and easy to claim back.
Name things plainly
Write “Kitchen faucet, pull-down” rather than a stock code. Someone checking an expense claim should understand every line without asking you.
- 2 lines
Keep labor and parts apart
Put labor on its own line with the hours and rate, and each part or material on another. Customers and their insurers often need to see the split.
Show the tax you charged
Add sales tax as its own row so the customer can see what they paid in tax. Rates and what’s taxable depend on your state; the sales tax calculator works out the amount.
- 0001
Number every receipt
Use a new number for each receipt, in order. It makes a lost receipt easy to reissue and keeps your own records tidy at tax time.
Keep a copy
Save a copy of each receipt you issue with your business records. The IRS generally asks you to keep records that support your income for at least 3 years.
Formats
Itemized 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 .docxItemized 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 itemized 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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