Receipt generator
Generate a payment receipt in 60 seconds.
Confirm payments professionally. Fill in the details, download a clean receipt PDF, and send it to your client.
A receipt confirms that money has changed hands. Where an invoice asks for payment, a receipt proves it was received — the record both you and your client keep for accounting, tax, and warranty purposes. Issuing a clean receipt the moment you are paid looks professional and closes the transaction cleanly. This tool builds a payment receipt PDF with your business details, the amount, the payment method, and any notes.
When to issue a receipt
Send a receipt as soon as a payment clears — cash, card, bank transfer, or platform payout. For deposits and partial payments, issue a receipt for the amount actually received and note the remaining balance so nobody loses track.
Receipts matter at tax time. Your client may need the receipt to claim a business expense, and you need your copy to reconcile income. Keeping both sides matched avoids painful year-end guesswork.
What a receipt should show
Include your business name, the client's name, the date paid, the amount, the payment method, and a reference to the original invoice number if there was one. If the payment covered a taxable sale, show the tax portion so the client can claim it correctly.
A short note — 'Paid in full' or 'Deposit, balance of $400 due on delivery' — removes any doubt about what the receipt covers.
How to use it
- 1Enter your business details and the client's name.
- 2Add the amount received and the date of payment.
- 3Select or type the payment method used.
- 4Reference the original invoice number if there is one.
- 5Add a note such as 'Paid in full' or the remaining balance.
- 6Download the receipt PDF and send it to your client.
What to include for the US, Canada, the UK, and Australia
- In the US, receipts support expense deductions; keep copies for the period your tax authority can audit, commonly at least three years.
- In Canada, a receipt for a taxable sale should show the GST/HST charged so the buyer can claim input tax credits.
- In the UK, a VAT receipt must show the VAT amount for the buyer to reclaim it.
- In Australia, buyers claiming GST credits need a tax invoice or receipt showing the GST and your ABN.
This is general information, not legal or tax advice. Tax registration numbers, mandatory wording, and retention periods differ by country and by state or province — confirm the rules that apply to you before sending a document to a client.
Worked example
A tutor is paid $240 by bank transfer for eight sessions. The receipt shows the tutor's name, the parent's name, '$240.00', 'Bank transfer', the date, and 'Paid in full — invoice 2026-031'.
The parent files it as a record of the expense, and the tutor marks invoice 2026-031 as paid in the tracker. Both sets of records now agree to the cent.
FAQ
What is the difference between a receipt and an invoice?
An invoice requests payment before it is made; a receipt confirms payment after it is made. You usually send an invoice first, then a receipt once the money arrives.
Do I legally have to give a receipt?
Rules vary, but many customers are entitled to a receipt on request, and one is often required for taxable sales. Issuing one by default is simply good practice.
Can I issue a receipt for a cash payment?
Yes, and you especially should. Cash leaves no bank record, so a receipt is the only proof the payment happened for both parties.
Should a receipt show tax?
If the sale was taxable and you are registered to collect tax, show the tax portion so your customer can claim it. Otherwise no tax line is needed.
Is my receipt data stored online?
No. The receipt is generated in your browser and downloaded locally. No customer information is sent to a server.
How do I handle a partial payment?
Issue a receipt for the amount received and note the outstanding balance. When the rest is paid, issue a second receipt marked 'Paid in full'.
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