A receipt closes the loop. The invoice asked to be paid; the receipt confirms the money arrived. It protects both sides — the customer has proof they paid, and you have a clean record of what was paid, when, and how. For any cash job especially, a written receipt is worth the thirty seconds it takes.
What a good receipt includes
- Who and when — your business, the customer, a receipt number, and the date paid.
- What was paid for — itemized lines, not one lump sum, so the record is clear.
- The money — subtotal, tax, total, the amount paid, and any remaining balance.
- How they paid — cash, card, check, or bank transfer.
- Proof — a "PAID" mark when the balance is zero, so there is no ambiguity later.
Invoice or receipt — which do you need?
Send an invoice when you are asking to be paid, and give a receipt once the money is in. If you quoted the job first, the flow is estimate → invoice → receipt. They share the same line items, so nothing needs re-typing. More on the first two in estimate vs. invoice.
Recording a deposit or partial payment
Not every payment is paid-in-full. If a customer pays a deposit or a progress payment, write the receipt for the amount they actually paid and show the remaining balance rather than marking it settled. That keeps your records honest and heads off "I already paid you" disputes later.
Make a receipt in seconds
Open the free receipt generator, itemize the payment, choose the method, and enter the amount paid — leave it blank and it marks the receipt paid in full. Export a clean PDF to hand over or email. No signup, and your data stays in your browser. Want the money to arrive sooner in the first place? See how to get paid faster.