How to make a receipt
- 1
Add your business and the customer
Your name and contact details at the top, then who paid you. A tax number is worth adding if you're registered for VAT, GST or sales tax.
- 2
Enter the payment date and method
Use the date the money arrived and how it was paid: cash, card, bank transfer, PayPal, UPI or a mobile wallet.
- 3
List what was paid for
One line per product or service with a quantity and price. Tax, discount and shipping are calculated for you.
- 4
Download and send
Pick a design, download the PDF and email it or share it on WhatsApp. The receipt is numbered and stamped PAID.
What a receipt must include
Rules vary by country, so check what applies where you trade. As a practical baseline, a receipt that holds up for the customer's expense claim and your own books shows:
- Receipt number
- A unique number such as REC-0001, so you and the customer can find this payment later.
- Your business details
- Name, contact details and, if you're registered, your VAT, GST or sales tax number.
- Who paid
- The customer's or company's name. Add an address or email if they need it for their records.
- Payment date
- The day the money was received, which can differ from the date you issue the receipt.
- What was paid for
- A short description of each item or service with the quantity and price.
- Amount paid and tax
- The total received, with any tax shown separately when you charge it.
- Payment method
- Cash, card, bank transfer, check, PayPal, UPI or mobile wallet. It helps both sides reconcile.
- Invoice reference
- If the payment settles an invoice, quote its number so the two documents tie together.
Receipt vs invoice
They list the same items, but they do opposite jobs. An invoice requests payment; a receipt proves it happened. Many sales produce both: you send an invoice, the client pays, and you send a receipt.
| Receipt | Invoice | |
|---|---|---|
| Purpose | Confirms payment received | Requests payment |
| Timing | After the money arrives | Before payment |
| Key date | Payment date | Due date |
| Amount shown | Amount paid | Amount due |
| Payment details | The method used | How to pay you |
| In your books | Closes the sale | Creates money owed to you |
Read the full comparison in invoice vs receipt, or use the free invoice generator when you still need to get paid.
When to issue a receipt
- A customer pays on the spot, in cash or by card, with no invoice beforehand.
- A client pays an invoice and asks for confirmation for their accounts team.
- You take a deposit or an installment and want both sides to agree on what has been paid so far.
- The customer needs proof of payment for a reimbursement, warranty claim or tax deduction.
- You rent out property or equipment and collect rent or fees on a schedule.
Keep receipt numbers in their own sequence (REC-0001, REC-0002...) separate from invoice numbers, so a gap in one never looks like a missing document in the other. Our guide to invoice numbering covers the same principles.
Frequently asked questions
Is this receipt generator free?
Yes. Create and download as many PDF receipts as you need without an account. Free receipts carry a small "Made with Invoxa" footer; Pro removes it.
Can I make a receipt for a cash payment?
Yes. Choose Cash (or type any method) in the Payment method field. The receipt shows the amount, the date it was received and how it was paid, which is exactly what a customer paying cash needs as proof.
What is the difference between a receipt and a paid invoice?
An invoice asks for money; a receipt confirms you received it. Marking an invoice as paid works for many clients, but a separate receipt with its own number, the payment date and the method is clearer for reimbursements, expense claims and audits.
Does the receipt show that it has been paid?
Yes. Every receipt carries a PAID stamp next to the totals, shows "Amount paid" instead of "Amount due", and leaves out payment instructions because the money is already in.
Can I issue a receipt for a partial payment or deposit?
Yes. Enter only the amount that was paid (for example "50% deposit for kitchen remodel") and reference the invoice or quote number. Mention the remaining balance in the notes so nobody is surprised later.
Can I add my logo and choose a design?
Yes. Upload a logo, pick one of three templates and an accent color, and choose from 29 currencies. Your draft stays in this browser while you work.
How long should I keep copies of receipts?
It depends on where you are. Many tax authorities expect business records to be kept for about five to seven years. Save a copy of every receipt you issue, or create a free account to keep them with your invoices.