How to fill out this payment receipt
- Download the payment receipt template in Word, Excel or as a fillable PDF, or fill it in online below.
- Add your business details and the name of the person or company who paid you. Give the receipt a unique number and the payment date.
- Describe what the payment was for. If it pays an invoice, put the invoice number in the description, such as “Website redesign (Invoice #0042)”.
- Enter the amount you received. For a deposit or part payment, the receipt shows the balance still due; online, untick “Paid in full” first.
- Add the payment method and a reference, such as a transaction ID, then download the PDF and send it.
What’s in this payment receipt template
- A sample 50% deposit of $2,400 on a $4,800 website project
- Received from, From and Payment sections, with the transfer reference
- Receipt number and payment date
- Total, amount paid and the balance due, worked out for you in Excel and the fillable PDF
- A notes line that ties the payment to the invoice it pays
- Works for paid-in-full receipts too: set the amount paid to the total
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 payment receipt from the template: a $4,800 website redesign, invoice #0042, with a 50% deposit of $2,400 received by bank transfer and $2,400 still due on delivery.
| Line item | Amount |
|---|---|
Website redesign (Invoice #0042) Design and build, 6 pages | $4,800.00 |
Notes: Received with thanks: 50% deposit on Invoice #0042. The balance is due on delivery.
Receipt checklist
A payment receipt is the proof that you received a payment. Clients ask for one to close out an invoice or a deposit in their books, so it should say exactly what was paid, when, how, and what’s still owed.
- 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 the payment was for. The service or invoice it pays, with the invoice number if there is one.
- Tax and total. The subtotal, any sales tax or discount, and the total.
- Amount paid and balance. What you received now and the balance still due after this payment.
- Payment method and reference. Bank transfer, Zelle, check or card, with a transaction ID or check number.
Good to know
Deposits and part payments are where receipts matter most. A few habits keep the numbers straight.
- #0042
Reference the invoice
Put the invoice number in the description or the notes, so the client can match the receipt to the bill it pays.
Show the balance
For a deposit or part payment, list the total, the amount paid and the balance due. The client sees at a glance what’s left and when it’s due.
- 1 : 1
One receipt per payment
Issue a new receipt for each payment, with its own number and date, even when several payments go toward one invoice.
Send it the same day
Send the receipt when the payment lands. It confirms you got the money and saves a follow-up email.
Keep the records
Keep a copy of each receipt with the invoice it pays. The IRS generally asks you to keep records that support your income for at least 3 years.
Formats
Payment 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 .docxPayment 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 payment 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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