Payment receipt template
Clients ask for receipts for their accountant, their expense report or their peace of mind. This is the minimum a receipt needs to show, and a copy-ready version.
The template
Payment receipt [number] · [date]Received from: [Client name and address]
Received by: [Your business name, address, tax ID]
For: invoice [number] — [project or description]
Amount paid: [amount] via [bank transfer / card / PayPal] on [date]
Balance remaining: [amount or "Paid in full"]
Thank you for your business.
Received by: [Your business name, address, tax ID]
For: invoice [number] — [project or description]
Amount paid: [amount] via [bank transfer / card / PayPal] on [date]
Balance remaining: [amount or "Paid in full"]
Thank you for your business.
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What must be on it
- Who paid and who received, with the receiver's tax or business ID if you have one.
- The invoice it settles.
- Amount, method and date of payment.
- Whether anything is still owed. "Paid in full" is the phrase accountants look for.
Deposits and partial payments
Issue a receipt for the deposit ("Amount paid: $900 · Balance remaining: $900") and another for the balance. Two receipts that reference the same invoice number is cleaner than one edited receipt.
Numbering
Match the invoice number with a suffix (2026-015-R) so the pair is obvious in a folder six months later.
Refunds
A refund gets its own receipt with a negative amount and a note: "Refund of receipt 2026-015-R, [reason]."